Housing Staff
Section Summary:
The Housing Section is the department in the Facilities Management Division responsible for the operation and management of housing.
The Housing Section staff member is responsible for the overall management of OIST housing on campus under the direction of the Section Manager and is primarily responsible for contracts, property management, and residential room management.
The number of contracts handled is approximately 200-300 per year.
Position Summary:
The Housing Management section is divided into three major categories of work.
- Support for tenancy agreements for professors, students, and other categories of residents (contract work)
- Management of on-campus housing buildings (property management)
- Management of Housing rental properties (management of residential rooms)
Our goal is to avoid any delays in project completion by assigning two-person teams (main and sub) to each task. Currently, we have eight members.
The Housing Management Section is responsible for a diverse range of tasks. You may be required to work on-site to prepare rooms before move-in, as well as handle administrative duties. It is essential that you possess the ability to collaborate and work effectively with other Housing members.
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.
- Support all operations related to move-ins and move-outs.
•Conducting orientation: Provide face-to-face explanations to new tenants and send information by e-mail.
•Support to contract signing, renewal, and cancellation: prior communication regarding contract renewal, explaining the contract, obtaining signatures, etc.
•Attendance at move-in and move-out: Inspection and attendance at move-in and move-out. - Handling complaints.
•Corresponding emails, answering telephone, explaining in person. - Manage for short- and long-term accommodation schedule on-campus housing.
•Centralized management of reservation requests from related departments. - Manage all processes up to the completion of building repair work, including requesting estimates, placing construction orders, and negotiating with contractors.
•Being as a point of contact with contractors and negotiate in consultation with supervisor. - Maintenance and management of the real estate and movable property (furniture, etc.).
•maintain to exterior and planting, repair and troubleshooting for furniture and buildings. - Creating and maintaining manuals and website.
•Using customized CSM, however it is not difficult to maintain. - Accounting related operations.
•Utility and rent billing and other reimbursement financial processing.
（Required）
- High communication skill in both Japanese and English. Also, ability to write documents in Japanese and English.* Native level English and Japanese proficiency are required in order to deal with professors, board members, executives, and other personnel.
- At least one year of experience in real estate or construction field.
- IT skills and knowledge, including the ability to create tables and use basic functions in Microsoft Office (Excel and Word).
- Communication skills to maintain good relationships with tenants and other departments.
- The ability to work independently and initiatively.
- Ability to prepare numerous projects in a well-structured manner.
- driver's license.
（Preferred）
- Experience using property maintenance management software.
- Experience with lease agreements.
- Experience with invoice and billing operations.
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)
- Cover letter in English required. Japanese version required only for Applicants whose native language is Japanese.
- 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 1 or 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)