SUMMARY:
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POSITION INFO:
Responsible for the management of the Property. Ensure investment growth and maximum income of 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.
Assumes responsibility for the effective operations management of Property and facilities.
Property Management
- Keep abreast of market activities in respect Sectional Title Legislations, new developments,
- Attend meetings / functions related to successful operation of Sectional Title Property i.e. NAMA 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 all municipal recoveries (and general recoveries) on a monthly basis
Planning And Budgeting
- Preparation and completion of budgets by each Body Corporate each year
- 10 Year budget – preparation and control
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
- 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 to ensure appropriate action taken and approve legal action.
Credit Control
- Responsible for Management:
- Arrears
- Legal action
- Write-offs
Tenant Manager / Owner Management
- Deal with correspondence / interaction with tenants and Owners as required.
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
- Bank Accounts: Preparing and obtaining documents for B/C bank accounts (new), transferring funds to B/C Investment accounts and vice versa. Assisting with CSOS payments as we need to attach GL’s and send proof of payments
- Insurance: Arrange regular valuations, assist to have renewals emailed to Trustees for perusal and approval, Insurance certificate requests, logging and following through with insurance Claims
- Enforcing Act and rules: Typing correspondence to Trustees and Owners (Letters and notices), (breach of rules etc.) Distribution of welcome pack to new Owners, for when we get new buildings
- Levy Clearance Procedures: Issuing levy figures as we have a lot of sales and also obtaining original documents to attend to levy refunds where applicable after unit transfers.
- Agendas: Drafting of same
- Taking and drawing up mintes and updating AGM Books,
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, security incidents etc
Requirements
Matric.
Additional related maintenance and Property management training preferred.
Excellent understanding of Property management procedures.
Knowledge of budgeting, service contracts, and leasing agreements.
Five or more years of related experience, with at least two or more years of supervisory experience WITHIN THE PROPERTY INDUSTRY.
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