Client Services Junior Manager-housing

SUMMARY:
Client Services Junior Manager-housing

POSITION INFO:

Key Performance Areas Activities Key Performance
Indicators
Property Management and Administration • Ensure the implementation of correct leasing and tenant selection procedures and standards
• Make available all documentation related to application process such as updated application forms, lease documents, tenant course forms, house rules and project fact sheet.
• Check grey files and submit to senior management
• Ensure 100% compliance of Intake policies and Procedures
• Manage vacancies/waiting list
• Submit vacancy and exit report
• Ensure intake is done timely and correctly
• Oversee arrears management
• Request legal letters and eviction orders, pending on decisions made
• Ensure legal processes are followed correctly
• Check and approve exits for refund, submit cheque requisitions
• Follow up on tenants that have vacated without paying their arrears.
• Blacklisting of tenant’s accounts left in arrears and not prepared to make a payment arrangement • Leasing Policies and Procedures well followed
• All documentation made available for the facilitation of a smooth application process
• Check all documentation that is not clear / unsure of to determine approved or declined according to regulation
• Check all files before leases are signed to ensure 100% compliance
• Ensure files are kept on standby to fill vacant units
• Compile and submit vacancy and exit report
• Follow up on arrears management to ensure arrears stay below 3%
• Request legal letters and eviction orders as required by legal process, keep cost to minimum
• Finalise exit documentation and calculate deposit refund. Submit to finance for payment within 14 days of exit
• Well managed bad debts
General office administration • Schedule necessary meetings.
• Prepare meeting venues including ensuring that appropriate equipment is available
• Ensure that all documentation is kept in a safe and secure environment
• Ensure that all relevant correspondence has been sent
• Ensure that all filing is done and up to date
• Maintain all relevant information on database
• Develop and maintain a contacts database • Meetings are scheduled and meeting venues prepared
• Area is well maintained.
• Documentation is easily accessible
• Information is up to date.
• Petty cash is reconciled and balanced
Office equipment maintenance • Oversee use of office equipment
• Manage maintenance of office equipment
• Ensure that necessary spares for the office equipment is always readily available • All office equipment maintained and fully functional
• Necessary spares for office equipment always available
Rent Roll Administration • Ensure statement information is up to date and correct
• Upload batches for additional charges
• Run pre-billing and edit to send to HM’s for checking
• Check with HM’s to ensure pre-billing check is signed off
• Print/Email, process and distribute statements before the 25th
• Ensure all letters/newsletters are attached correctly • Ensure all information on statements are correct, and update if changed
• Ensure all additional charges are correctly recorded in batches and uploaded to MDA
• Run pre-billing check and edit, send to HM’s to check and approve
• Ensure the pre-billing check is done thoroughly and signed off for printing
• Print / Email statements, arrange to have them folded and processed to be ready for distribution before the 25th of every month
Basic financial management • Resolve tenant payment queries • Ensure tenant payment queries are investigated and resolved.
Client Services • Deal will all tenant related complaints/queries
• Investigate complaints
• Ensure customer service standards are maintained
• Ensure sufficient tenant communication
• Compile and distribute relevant tenant communication, such as newsletters and broadcast messages. • Accept emails, phone calls, ad hoc visits, scheduled meetings to deal with all tenant related complaints and queries of all kinds.
• Investigate complaints and resolve
• Maintain a high level of customer service
• Send bulk sms’s / letters with statements when required to ensure tenants are informed
• Ensure newsletter is compiled an distributed every quarter
HR and Staff management • Submit HR documentation
• Ensure staff files are up to date
• Manage the house managers and the cleaning staff
• Oversee, direct and manage communication and facilitation between maintenance and HM’s to ensure maintenance is done timeously and to standard. • Submit HR documentation to HR department including personnel information, contracts, leave forms, AF policy documents, IR documents etc.
• Ensure all new staff documents have been submitted to HR and staff files are up to date
• Manage teams
• Facilitate maintenance procedure.

Role Requirements
Qualifications and Experience
• Matric and a relevant tertiary qualification is necessary
• Minimum 2 year office administration experience within the property management sector
• Drivers license
• Registered property practitioner with the PPRA would be advantageous

Competencies
• Computer Skills - MS Office
• MDA experience advantageous
• Communication Skills
• Customer Service
• Relationship Management
• Teamwork, Management and Leadership Skills
• Gathering and analyzing information

If you meet the criteria please email your updated MS Word CV and recent head & shoulders photo to asap