Property Manager

SUMMARY:
To execute Facilities Management services

POSITION INFO:

Requirements:

• A Property Management degree, with a minimum of five (5) years’ relevant experience in commercial property management & facilities management.
• Technical knowledge of modern building management including office equipment, methods and systems and processes.
• Basic understanding of architectural and engineering plans and technical knowledge of construction.
• Building and facility maintenance and operations management knowledge.
• Knowledge of the property legislative framework including safety, environment and building regulations & laws.
• Project management experience; basic financial management skills;
• Service Level Agreement management experience, for outsourced service providers and contractors in property management;
• Excellent communication (verbal and written).
• Excellent presentation and report writing skills.
• Ability to negotiate, facilitate and make sound business decisions.
• Knowledge of building maintenance trends & best practices and construction industry development trends & best practices.
• Knowledge and experience of the PFMA, National Building Regulations and other relevant legislation.

Duties but not limited:

Property Management: Administrative/Financial

• Manage the asset within the context of the applicable lease agreements as well as all relevant local authority regulations
• Manage the provision of electricity/energy (including meter readings) & related Municipal Accounts (including electrical recoveries)
• Prepare annual budget and mid-year valuation budget for approval
• Manage the collection of monthly rentals, utility consumption, service contributions and arrears
• Negotiate new leases and renewals and generate non GLA income
• Implement and maintain operations and the administration of the Property Owners Association
• Monitoring of adherence to house rules and report transgression of user clauses to COO for discussion with tenants.
• Identify and manage business risk related to your line of work
• Resolve complaints and demands of tenants and address the causes of the complaints, and respond to the tenants requests within the legal and contractual obligations.
• Ensure periodic lease audits to ensure accuracy of tenant billings and recoveries
• Manage & authorize purchase orders on the system
• Prepare, review and adjust financial budgets, systems and processes and monitor performance against budget
• Ongoing reporting and monitoring of key budget aspects with the Finance team
• Compile and ensure the timeous submission of all monthly management report packs.

Facilities Management:

• Day -to-Day Operations
• Day to day facilities management of all aspects of the real estate, including maintenance, management of various contractors including but not limited to security services, HVAC, cleaning and gardening services, and ensuring compliance with various legislation, such as but not limited to OHASA, Public Finance Management Act for properties;
• Assess the condition of electricity, water, sewage and such essential utilities in order to ensure that such installations comply with regulations, and that their maintenance is up to date and supports the effective and efficient functioning of the tenants’ operations.
• Develop and manage the service level agreements with the Facilities Management Partner (FMP) and the facilities other service providers including the Security service provider and Utilities Management service provider.
• Supervision of FMP and other facilities service providers including the Security service provider and Utilities Management service provider.
• Maintenance management of all building operations including electrical, general building structure, wet services, fires and disasters to ensure regulatory compliance, sustainable building, financial sustainability and asset value growth and ensuring necessary backups such as electricity and generators (UPS) are working to address any downtime.
• Ensure statutory compliance for the safety of the building from fire, floods and other hazards including ensuring that all equipment and facilities are operating smoothly.
• Disaster management and business continuity management.
• Initiation and direction of occupational health and safety programmes and activities to ensure the safety of all persons occupying and/or entering the building over and above regulatory compliance.
• Manage building security and coordination of Property Owners Association (POA) precinct management.
• Provision of Property Owners Association management and operational support as required by the POA Board, including preparation of board memos and other reports.
• Provision of Private Public Partnerships (PPP) Contract Management support for the development and enforcement of PPP Agreements, where applicable.
• Provision of facilities management support to professional teams in the planning, design, construction and close-out of all construction projects to ensure compliance with tenant requirements, legislation and POA Regulations etc
• Responsibility and facilitation of all procurement related to facilities management, within operational and capital budgets.
• Ensure effective execution of building maintenance plan to reduce operational costs and ensure client satisfaction.
• Initiate and monitor SCM processes in respect of facilities management services.
• Supervision of the Utilities Management service provider with regard to issues of electricity metering and billing.
• Manage the technical aspects of all tenant installations in buildings in support of client satisfaction and retention.
• Prepare and present facilities management reports and updates (including board papers, statutory reports, etc.)
• Constant Liaison with the Infrastructure Development team on future buildings development.

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