Housing Section Manager, Buildings and Facilities Management Division

The Okinawa Institute of Science and Technology Graduate University (OIST; see www.oist.jp) is a dynamic new graduate university of science and technology in Okinawa Prefecture, Japan. The university is located on 85 hectares of protected forestland overlooking beautiful shoreline and coral reefs. The campus is striking architecturally, and the facilities are outstanding (OIST campus video tour). There are no academic departments, which facilitates multidisciplinary research. 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.

Position Summary
The Housing Section is the department responsible for the operation and management of housing in the Facility Management Division. This section currently manages over 400 on-campus housings and over 100 off-campus housings, with an additional 140 on-campus housings under its control in September 2021.

Location 

1919-1 Tancha, Onna-son, Okinawa, Japan 904-0495

Responsibilities 

  1. Responsible for the Overall Management of OIST Housing On and Off Campus
    • Ensure the efficient and proper operation of over 400 on-campus housing units and 100 off-campus housing units, providing residents with a comfortable living environment in which they can concentrate on their academic and research activities.
    • Participate in the planning of on-campus and off-campus housing expansion in anticipation of future housing needs and to contribute to the realization of these plans.
    • Allocate and secure room strategically for relocated personnel, short-term/long term guests, and existing residents
    • Coordinate meetings with other relevant OIST departments.
    • Communicate well with residents and to be proactive in always solving problems.
    • Properly manage relevant personal information.
    • Appropriately operate and manage the newly introduced property management software.
    • Handle each issue flexibly along with  the personal circumstances of each resident
  2. Management, Training, and Education of Housing Section Staff
    • Assess the competency of staff and assign them to the most appropriate tasks so that the section can be run efficiently.
    • Develop and implement an education and training plan to ensure that staff members have the necessary skills and knowledge to do their jobs.
    • Communicate closely with staff members to alleviate anxiety, dissatisfaction, and stress at work.
  3. Budget Management
    • Secure the budget necessary for housing operation and manage the work tasks in accordance with the budget.
    • Negotiate, contract, and manage maintenance and repair costs through meetings with contractors.
    • Respond to accounting inspections.
  4. Contractor Management
    • Appropriately manage real estate agents, facility maintenance contractors, and repair contractors involved in housing operations, and strive to reduce cost while maintaining quality and meeting deadlines.
    • Hold meetings and regular conferences with vendors as necessary to share problems that need to be solved.
    • Formulate repair plans with contractors and implement them appropriately.

Qualifications 

(Required)

  1. Housing management experience and knowledge
    • At least 10 years of experience as a manager or leader in property management, hotel operation, or other accommodation management related field.
  2. Experience and knowledge of lease contracts
    • Familiarity with tenancy contract procedures in Japan.
    • Knowledge of legal requirements for contracts.
    • Experience in drafting tenancy agreements.
  3. Experience and knowledge of facility management
    • Knowledge of facility maintenance contracts and experience in preparing such contracts.
    • Knowledge of purchasing contracts, including service orders and purchase of goods.
  4. Experience and knowledge of staff management
    • Experience in managing 5 or more subordinates.
    • Knowledge and experience in evaluating subordinates.
  5. Communication Skills
    • Native level of Japanese with conversational level English
    • Possess skills necessary to solve problems with residents (negotiation skills, proposal writing, etc.)

(Preferred)

  1. Experience in housing development, from planning through construction to completion.
  2. Experience in creating repair plans for facilities.
  3. Sufficient knowledge of electrical equipment, mechanical equipment, and building construction of housing.
  4. Experience in room allocation of diverse residential community (students, professors, executives, etc).

Report to 

Vice President for Buildings & Facilities Management

Starting Date 

As early as possible

Term & Working Hours 

Term: Full-time, fixed term appointment for 2 years. Contract initially with 3-month probationary period (inclusive). This contract may be renewed.

Working hours: 9:00-17:30 (Discretionary)

Compensation & Benefits 

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 http://www.shigakukyosai.jp/ )
Welfare pension insurance (kousei-nenkin)
Worker's accident compensation insurance (roudousha-saigai-hoshou-hoken)

How To Apply 

Apply by uploading your submission documents HERE*.
*This is a secure file uploading system for handling confidential materials.

or apply by emailing your Submission Documents to:
recruiting[at]oist.jp
(Please replace [at] with @ before using this email address)

or send by post to the following address:
HR Recruiting Section
Okinawa Institute of Science and Technology Graduate University
1919-1, Onna, Onna-son, Okinawa 904-0495, Japan

Submission Documents 

  • Cover letter in both English and Japanese
  • Curriculum vitae in both English and Japanese
  • Names and contact information of 3 referees, one of which should be a previous employer

* 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 third-party administrators after a conditional offer of employment.

Application Due Date 

Applications deadline will continue until the position is filled. (Applications will be screened upon arrival)

Declaration 

  • OIST Graduate University is an equal opportunity educator and employer, and is working actively toward 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. The personal information you provide will only be used to recruitment selection. OIST Privacy Policy
  • Please view our policy for rules on external professional activities(https://groups.oist.jp/acd/information-disclosure/).
  • Further details about the University can be viewed on our website (www.oist.jp).