To oversee and ensure that the maintenance, hygiene, and necessary repairs of all properties within the allocated portfolio is conducted by building staff / contractors in accordance with City Property standards. The role is responsible to uphold all rules associated with the property and to coordinate the delivery of documents and the flow of tenants moving in and out.
JOB SPECIFICATION: The main tasks and responsibilities associated with the position are listed below. This is not an exhaustive list of tasks and responsibilities and any other tasks and/or responsibilities that could be reasonably expected for the position may be required.
Key Performance Areas (KPA's)
Perform administrative functions:
Conduct daily inspections of the premises.
Conduct tenant inspection together with the tenant when the tenants move in and complete the relevant paperwork / CheckIt inspection.
Conduct a clearance (Tenant Clearance) together with the tenant when the tenant vacates and complete relevant paperwork / CheckIt inspection.
Activating and de-activating access tags if required.
Ensure that all the work in progress (as per the monitor jobs that are issued monthly) are conducted and communicate with the Property Manager with regards to outstanding work. Monitor quality of workmanship.
Report issues with repair workmanship to the property manager.
Verifying that actual occupancy at the building agrees to the tenancy schedule (including parking).
Deliver communication to the tenants (e.g., vacate notices, increase letters, renewal letters).
Facilitate viewing of the vacant units for all prospective tenants.
Complete and submit a building inspection report (Check-It) monthly and ensure that operations are always in order.
Perform customer services function:
Act as a liaison between the City Property and the tenant.
Provide excellent customer services to the tenants and all stakeholders.
Be available to attend to tenant needs throughout the day.
Interface with prospective tenants for viewing.
Confirm that new tenants are in possession of key slip upon moving in.
Manage and coordinate the use of the shared meeting rooms, where required.
Prepare for and be present for investor / director visits to the building.
Contribute to community building and being a Brand Ambassador.
Issue operational instructions:
Ensure that the Cleaners, Security Staff and Contractors perform the required work to standard.
Ensure that the above-mentioned building employees / service providers are in full uniform daily, and that all equipment used by them is fully functional for them to complete their work effectively.
Manage staff movement which includes completion of daily attendance and leave registers.
Facilitate Wi-Fi connection (username and password) between tenant and Wi-Fi service provider, and report Wi-Fi outages through the appropriate channels.
Stand in for other Building Managers when on leave:
Perform the tasks and functions allocated to other Building Managers when they are on leave.
Report any operational matters/problems to the relevant Property Manager.
Perform / oversee maintenance of the buildings:
Conduct minor plumbing repairs as required.
Conduct minor electrical repairs (e.g., fit a new light fitting, fix the plugs etc.).
Change the light bulbs.
Do painting work as required.
Conduct general maintenance of the building.
Repair carpets and tiles as required.
Maintain and repair play and braai areas and all other common areas.
Ensure that the building align to the CPA Standards.
Working conditions: Office and site-based with limited travelling will be required. Working at heights may be required. Relieve other Building Managers when on leave. May be required to work at multiple buildings. Own vehicle not required. Stand in for emergencies (over weekends and after hours, including Public Holidays) and be accessible 24 hours.
Qualifications & Experience: 1. Grade 12 minimum requirement. 2. 2-3 Years' Experience in the Property Management and the Property Industry required.
Skills & Knowledge Required:
Technical maintenance ability is required including, but not limited to, basic plumbing, electrical and painting work.
Good knowledge of building management.
Basic knowledge of customer service satisfaction principles.
Basic Computer Literacy.
Possess Leadership qualities and coaching qualities. This role will require to train new building managers.
Good communication skills, both verbal and written (WhatsApp / email).
Personal Attributes:
Problem solving – identifying, prioritizing, and selecting alternatives for a solution.
Reality testing – be objective; see things as they really are.
Impulse control – resist or delay impulse to act.
Flexibility – adapting emotions, thoughts, and behaviors.
Interpersonal relationships – building mutually beneficial relationships.
Empathy – understanding & appreciating how others feel.
Planning and organising – establishing courses of action for self and others to ensure that work is completed efficiently.
Customer Focus – ensuring that service practices are adhered to and carried out. Promoting customer service as a company value.
Independence – be self-directed and free from emotional dependency.
Persuasion – negotiating, selling, influencing, and attempting to persuade people.
Multitasking – dealing with several activities at a time, able to handle new tasks before others have been completed.
Teamwork – cooperation with others, good-natured attitude and encouraging people.
Persistence – seeing tasks to completion, not giving up, dislike leaving things unfinished.
Rule following – adhere to rules and strictly follow work regulations.
Attention to detail – focus on details, thoroughness and accuracy when completing tasks.
Innovation – creative and open-mindedness.
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