Housing Management Section Manager
The Housing Management Section (hereinafter referred to as "HMS"), under the Building and Facilities Management Division (hereinafter referred to as "BFM"), is responsible for all matters related to faculty, students, and visiting researchers moving to and from OIST. Currently, HMS handles approximately 650 on-campus and 100 off-campus contracts, with more than 90% of the residents being international. HMS also manages reservations for visitors, maintains and operates rooms for visitors, and provides a wide range of services related to the housing environment.
HMS also manages all of the on-campus residential buildings constructed with the cooperation of the private sector. A maintenance and operations management company, called Special Purpose Company (hereinafter referred to as "SPC"), works with HMS to address any problem related to construction and facilities. In the future, planned renovation work will gradually become necessary, and a large-scale renovation plan will also need to be developed.
The residential buildings are constructed over a wide area on campus, and there are many departments within the university that use these facilities. There are also many subcontractors involved in the maintenance of the buildings and facilities. These require daily coordination and negotiation. In addition, HMS is responsible for updating rules and regulations related to housing and establishing new rules and regulations as necessary to ensure smooth operations.
Currently, the above duties are handled by seven team members and the HMS Manager oversees this team. The HMS Manager reports to the Vice President for BFM.
Position Overview
- Manages all lease agreements.
- Responds to requests from residents.
- Assesses the number of prospective residents and develops a mid- to long-term occupancy plan for the campus.
- Oversees operation and management of short- and long-term residential rooms for OIST visitors.
- Oversees construction of residential buildings and equipment support.
The Okinawa Institute of Science and Technology Graduate University was established in 2011 to contribute to the development of science and technology worldwide and to serve as a hub of innovation in Okinawa. OIST is a dynamic new graduate university of science and technology in Okinawa Prefecture, Japan which offers a 5-year PhD program and brings together outstanding researchers from across the country and across disciplines to conduct cutting-edge scientific research.
The university is located on 85 hectares of protected forestland overlooking a beautiful shoreline and coral reefs. The campus is striking architecturally, and the facilities are outstanding. To facilitate multidisciplinary research, there are no academic departments. Outstanding resources and equipment are provided and managed to encourage easy access and collaboration.
English is the official language of the University, and the university research community is fully international, with more than 50 countries represented. OIST is rapidly gaining recognition in the worldwide academic community as a model for excellence in education and research, and our unwavering commitment to scientific and technological innovation is dedicated to generating progress that will fuel Okinawa's economic growth.
- Handle on-campus and off-campus move-ins and move-outs
・Provides on- and off-campus housing for professors, students, and invited researchers.
・Oversees contract management services, including proper management of related personal information.
・Communicates fully with residents about various requests and problems in their living environment, always being proactive in solving problems.
・Participates in OIST's housing expansion plans by developing mid- to long-term plans based on future housing needs.
・Provides short- and long-term rooms to invitees. Strategically secures rooms for short- and long-term stays.
・Participates in meetings and coordinates with other relevant OIST departments.
・Ensures proper operation and management of housing management software.
- Training of HMS members
・In order to efficiently carry out HMS operations, assesses the competence of staff members and assigns them to the most appropriate tasks.
・Prepares and implements education and training plans for staff to acquire the skills and knowledge necessary to perform their duties.
・Communicates with staff to relieve job-related concerns, frustrations, and stresses.
- HMS budget management
・Ensures the necessary budget for housing operations and operates housing according to the budget.
・Meets with subcontractors to negotiate, contract, and manage maintenance, repair, and cleaning costs.
・Responds to accounting inspections.
- Consultation with SPC
・On-campus housing is under the maintenance and operational control of SPC, and HMS will ensure that the residential buildings are properly managed by SPC.
・Consult with SPC on a regular basis to encourage the improvement of this maintenance and operations management company.
・Consult with SPC on a regular basis to ensure that all residential buildings are in sound condition. - Other
・In negotiations with subcontractors (e.g., real estate agents, facility maintenance contractors, repair contractors), strive for appropriate cost reduction, quality maintenance, and on-time delivery.
・Look for new and reliable subcontractors.
(Required)
- Housing management experience and knowledge
・At least 5 years of experience in property management, hotel operations, or other management-related roles in a responsible or leadership capacity. - Experience with and knowledge of lease agreement
・Familiar with lease agreement procedures in Japan.
・Knowledge of the laws required for contracts.
・Experience in drafting lease agreements. - Facility management experience and knowledge
・Knowledge of construction, knowledge of facility maintenance and preservation contracts, and experience with drafting contracts.
・Knowledge of purchasing contracts, including ordering and purchasing supplies. - Experience and knowledge of managing staff
・Experience in managing at least 5 subordinates.
・Knowledge and experience in evaluating subordinates. - Communication skills with residents
・Native level Japanese language skills.
・Business level English proficiency.
・Problem-solving skills (e.g., judgment, negotiation, proposal writing).
(Preferred)
- Experience working on overseas projects.
- Experience in residential development.
- Experience in preparing major repair plans for facilities.
In accordance with the OIST Employee Compensation Regulations
Expected Annual Salary: 8,800,000 yen
*This amount represents the median annual salary for this position, which will be determined based on your experience and skills in accordance with the OIST Employee Compensation Regulations.
Benefits:
- Relocation, housing and commuting allowances
- Annual paid leave and summer holidays
- Health insurance (Private School Mutual Aid)
- Welfare pension insurance (kousei-nenkin)
- Worker's accident compensation insurance (roudousha-saigai-hoshou-hoken)
- Access to Child Development Center
- Access to Schooling Options
- Language Education
- Resource Center (Daily Life Support in Okinawa)
- Curriculum vitae in English required. Japanese version required only for Applicants whose native language is Japanese.
- Names and contact information of 3 referees, one of which should be a previous employer, will be required if the Applicant is selected for an interview.
* Please be sure to indicate where you first saw the job advertisement.
* Prior to the start of employment all new hires are required to successfully complete a background check. Personal information including employment history and academic background should be submitted to OIST after a conditional offer of employment.
- OIST Graduate University is an equal opportunity, affirmative action educator and employer and is committed to increasing the diversity of its faculty, students and staff. The University strongly encourages applications from underrepresented groups.
- Information provided by applicants or references will be kept confidential, documents will not be returned. All applicants will be notified regarding the status of their applications.
- Please view OIST policy for rules on external professional activities
- Further details about the University can be viewed on the OIST website www.oist.jp.
Full-time, fixed term appointment for 2 years. Contract initially with 3-month probationary period (inclusive). This contract may be renewed.
Flextime (core time 10:00-15:00) 7.5 hrs per day (Multiplied by prescribed working days per month)