Head Of Finance And Administration

Job DescriptionTo ensure that finance is seen as a value adding business partner (Business, Tenants, Property Asset Management and External clients). Develop Finance's influence in the making of business decisions. To oversee and manage all aspects of the Client Portfolio Financial Department. To develop systems that cater for the reporting needs of Property Owners.DUTIES:Portfolio Management and ReportingManaging and providing guidance to Reporting and Operational Financial ManagersAssisting in and reviewing of deliverables due to clientReporting of Net Property Income for Client - timely, accurately and of expected qualityNPI and balance sheet splits per property and reporting to clientManagement of Net Property Income for ClientFinancial Management for ClientBalance Sheet control (maintenance of GL account list, clearing of open item managed accounts, management of monthly reconciliations of all balance sheet items, maintenance of interco loan accounts, management of maintenance of fixed asset registers, following up of long outstanding items)Maintenance of working capital reconciliationReporting ROU to clientReporting of debtors/creditors and cash reconciliationProvide Management information and reportsPro-active communication with and feedback clientsProvide ad-hoc reports as requiredHandling of queries related to financial reportingAuditing & Analytical explanationsOversee the compiling of financial statementsGeneral Ledger ManagementAdjustment Account ManagementManagement information and reportsMonthly statutory reportingCash management and distributions to owners and co-owners as well as Stanlib investmentReview of management fee calculation and monitor against PMAInvoice management feesManagement of lease related reportingAttend monthly manco meetings with clientReview of commissionsManagement of cashflow and owner payments including management of bankingManagement of credit control department and arrearsManagement of billings departmentManagement of Turnover administrationCalculation and management of client KPI scorecardConsolidated financial report to clientBEE Spend managementCompilation of OPSCO reportCompilation of OPCO reportMaintenance of Std Management PackMaintenance of policies and proceduresDrafting new policies as and when required by landlord and management companyManagement of recurring monthly SLA expenditure in conjunction with centres and APManagement of marketing fund income statements and balance sheets as well as related reconciliations (incl gift cards)Management of non-gla income on consolidated basisManagement of insurance claims, correspondence with insurer and annual insurance journalBudgeting and ForecastingAssisting in and reviewing of budgets and forecasting, ensuring final deliverables meet the client quality standards and is finalised within the given timelinesImprove budget process by standardisation and roll out of templatesCompilation, in conjunction with business of annual budgetsBudget managementCo-ordination including the establishment of deviationsReporting on deviations (consolidated)Handling of queriesAnalyse and determine tendencies, evaluate, budget management & explain deviationsManagement of normalisation calculationsMonthly forecasting and reporting thereofManagement of quarterly forecasts and presentation of results to ownersData IntegrityManagement of contractual information input in SAP and other related systemsLease auditsSystem developmentAutomation of processes with regards to reporting and management feesDevelopment in conjunction with Financial AnalystInput how transactions should be treated financially on IT systemsLiaise with IT on a continuous basis to improve reporting and ensure automatization of reportsPoint of contact between business and ITBusiness Unit ProfitReview resultsManage actuals vs budgetsReceive the input of functions on budget (commissions, salaries and management fees)Input with regards to projectionsControl and update ProjectionsPro-active identification of over and under spendingManage Income and Balance sheet of regionCost controlAuditOversee internal and external audits for cluster as well as management companyHandle queries on audit reportPreparation of audit packsArrange audits as requiredImplement audit recommendationsPeople ManagementSet targets for Senior Financial Managers, accountants and Administrator in order to meet targetsUpdating Job descriptionsTraining (Formal and informal)Personal Development PlansPerformance ManagementCompliance audits at centresBusiness PartneringOversee the following functions and provide guidance to the teamsAuditingCreditors (Sorting out of problem areas, Managing orders/GRN process, liaison with SSC)Debtors (Sorting out of problem areas, Managing arrears and legal, liaison with SSC)Directly responsible forTraining of business staffMunicipal accounts recoveries (reporting of exceptions)Follow-up on problem cases and high outstanding amounts (sundry debtors)Business unit supportForm part of the business team (OPCO) and deliver outputs that support business decision making Advice, consultation and general financial supportProvide strategic input to decisions and discussionsRisk and ComplianceReview KPI's and ensure KPI's are measured and reported timely on a monthly basisDriving results with business to ensure KPI's are met and provide continuous feedback to senior managementLiaising with SARS on any requests and resolve accordinglyReview VAT reconciliations and ensure timeous settlement of VAT paymentsCompletion of income tax returns where applicableManagement of compliance related items in terms of the PMAMaintenance of combined portfolio risk registersMonitoring of BEE expenditure in line with scorecard requirementsCapex MonitoringMaintenance of fixed asset register (calculation of and fixed asset recon and entries to be sent through to owner)Updating of capex tracking schedule and maintenance of forecasted capital expenditureVerify expenditure against project listsEnsure correct treatment of capex vs opex expenditureMonthly reporting of status of capital expenditure to clientLeasing and adminKey contact between finance and leasingProviding data and support to the leasing team to ensure proactive management of lease expiry profile for the portfolioProviding data to the leasing to enable them to conduct research on rental trendsProvide support and guidance to retail centres on annual budgetsAttend to landlord queries in terms of any leasing information effecting financial reportingTracking of commissions for management and provide feedback to senior managementDriving of commissions for management company and provide team with information to ensure targets are metCredit vetting and legalKey contact between finance, leasing and leasingProviding guidance and oversight to the credit vetting and legal teamsReview financial templates for credit vetting and provide timely feedback to landlordDrive credit control across the portfolio through credit vetting and General ManagersGeneralReport to Portfolio Director and functional reporting to CFO and assist in any adhoc requestsResponsible for all service outputs from shared portfolio support functions that impact the portfolio I.e. banking, accounts payable, IT, systems, compliance and otherRequirementsCA (SA) with 3 years articles4 years post articles relevant experienceExperience in the property management industry essentialComputer literacy: SAP/SAP BI; MS Office - Excel Advanced, Outlook and WordDetailed knowledge of all financial policies, procedures and processes, capital expenditure, contract management legal aspects, income statements, balances sheets, budgets, forecasts, IFRS and TaxInterface / relationships with: Internal: Procurement, Banking, Accounts Payable, IT, Finance and Admin Managers, Accountants, OPCO's, SSC, BusinessExternal: Contractors, Clients, Financial Directors, Tenants, Property Asset Management, Accountants, auditors of listed funds. Regulatory bodies eg SARS
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