Property Manager (5-Month Ftc)

POSITION PURPOSE
Responsible for the management of the Property. Ensure investment growth and maximum income of the Property through effective property management and asset control. Develops related budgets, oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Develops and implements departmental and procurements policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality at the least possible cost. Keeps senior management well informed of area activities and significant problems.
ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the effective operations management of the property and its facilities.

Property Management

Keep abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlord's strategies
Attend meetings / functions related to successful operation of Property i.e. SAPOA, CJP etc.

Asset Management

Control/schedule/implement regular preventative maintenance program in line with budget constraints
Motivation of refurbishments, major repairs as appropriate
Attend site meetings with contractors in respect of maintenance/expansion of projects
Monitor progress
Inspection / enforcement of tenant responsibilities during and on termination of lease terms
Liaison with appropriate Government, Provincial and/or local authorities
Responsible for Compliance of OSH Act

Client Reporting

Provide accurate information to client according to agreed format timeously
Analysis of monthly income /expenses
Monitoring of turnover rentals
Analysis of operating costs on a quarterly basis in terms of the approved forecasts
Monitoring of all municipal recoveries (and general recoveries) on a monthly basis

Planning And Budgeting

Preparation and completion of budgets by January each year
Complete of forecasts timeously
Review rental quarterly and ensure best possible rate achieved and maintained
Assist in formulation of business plans for the unit
5 Year budget – preparation and control
Quarterly review and monitoring results

Quarterly Expenditure / Analysis

Set and motivate capex /TI philosophy per building in consultation with client
Approve TI standard specification as recommended by the Project Manager
Approve capex within authority limits
Ensure we conform to capex philosophy and procedures
Estimate new operating costs
Ensure recovery of operational costs in accordance with Lease terms

Building Management

Devise a five-year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the Assistant General Manager / Director
Investigate/initiate proposals for refurbishments
Maintain a hands-on control of projects in hand
Review the building status/grade annually and maintain the standards within those grade
Ensures compliance with legal regulations. Completes regular OSH inspections and updates monthly reports as appropriate. Ensures that OSHA requirements are effectively implemented

Debtors Management

Monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and approve legal action

Creditors Control

Responsible for Management:

Arrears
Legal action
Write-offs


Parking Management

Monthly / ad hoc interaction meetings all parkades
In conjunction with the responsible person for parking, maintain accurate control of "in house" operated parkades

Tenant Manager

Deal with correspondence / interaction with tenants as required.
Ensure that leases are timeously renewed and all vacant space is let and in a presentable state.

New Tenants

Determination and recommendation of letting mandates (i.e. rental levels, installation cost etc.)
Lease negotiation and maintenance of tenant relationships.
Control of new leases and records of same
Control / oversee new installations (through technical manager where appropriate) including:

Premises design
Negation/liaison/control with/of professionals and contractors
Sign off acceptance of complete premise


Existing Tenants

Renewal of Lease Agreement both direct and through Building Management where applicable
Tenant liaison and public relations
Control/arrangement of Centre promotions through merchants association/s or promotion committee/s
Regular assessment of tenant's turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties

Expense Control

Check and authorise payment of accounts
Authorise cleaning, consumables, electrical and general maintenance orders
Control wage and salary allocation
Control municipal payments and recoveries there against
Ensuring cost effectiveness and performance of contractors




Assumes responsibility for the effective maintenance and reporting of financial records.

Oversees preparation of monthly, annual, and other management reports.
Assesses and reports on monthly performance against budgets.
Prepares and motivates consolidated monthly reports for submission to client



Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.

Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
Acts as a liaison between the Company and external contacts.
Ensures effective coordination of external services with Company operations.
Obtains and conveys information as appropriate.
Promotes goodwill and a positive image of the Company.



Effectively supervises Property personnel, ensuring optimal performance.

Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures. Discusses areas needing improvement.
Assigns and coordinates personnel. Directs daily operations.
Identifies, develops, and implements training programs as appropriate.
Conducts performance appraisals. Provides measurable feedback to assigned personnel and suggestions for improved performance. Formulates and implements employee corrective actions as needed.
Ensures that staffing levels are appropriate. Interviews, hires, and assigns personnel as necessary.



Assumes responsibility for related duties as required or assigned.

Ensures that work area is clean, secure, and well maintained.
Completes special projects as assigned.
Reports on Operational expenses, foot traffic, security incidents etc.


PERFORMANCE MEASUREMENTS

Good communication and coordination exists with departments. Assistance is provided as needed.
Senior Management is appropriately informed of area activities and of any significant problems.
Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.
Building/s are well maintained and secure and meet the needs of the Company.
Property operations are efficiently and cost effectively administered.
Current and future Property needs are well planned and budgets are established and maintained.
Effective business relations exist with vendors, contractors, and trade professionals.

QUALIFICATIONS

Education/Certification: Matric
Additional related maintenance and property management training preferred

REQUIRED KNOWLEDGE

Excellent understanding of property management procedures
Knowledge of budgeting, service contracts, and leasing agreements

EXPERIENCE REQUIRED

Five or more years of related experience, with at least two or more years of supervisory experience

SKILLS/ABILITIES

Excellent leadership abilities
Able to organize, coordinate, and direct team activities
Strong problem solving skills
Good communications skills
Able to use all related maintenance equipment and computer applications


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