SUMMARY:
Overview
To manage and optimise the companyâs property portfolio, including fuel service station sites and other commercial properties, by maximising rental income, protecting property assets, managing insurance risks, controlling operating costs and ensuring compliance with applicable legislation and contractual obligations. The successful incumbent will oversee property operations, lease administration, insurance, maintenance, financial reporting, performance analysis and Business Intelligence (BI), providing management with accurate and timely information to support strategic decisions, improve returns and preserve asset value. The Property and Facilities Manager is accountable for the effective management, financial performance, insurance coordination, reporting and preservation of the property portfolio within approved budgets, company policies and delegated authority. Material lease commitments, insurance decisions, capital expenditure and property transactions must be escalated for approval in accordance with the companyâs delegation of authority.
POSITION INFO:
Minimum Requirements Grade 12 \/ Matric Diploma or degree in Property Management, Real Estate, Finance, Facilities Management, or a related field. Additional qualifications in financial analysis, insurance, risk management, project management or data analytics will be advantageous. At least 3-5 years' relevant experience in commercial property or facilities management, including lease administration, budgeting, financial reporting, insurance coordination, and contractor management. Experience with fuel service station properties, commercial asset portfolios and BI reporting will be an advantage. Knowledge of property management, insurance administration, risk management and lease agreements. Ability to manage multiple sites and travel throughout the Eastern Cape Valid driver's licence is essential. Proficiency in Microsoft Excel, financial modelling and management reporting; Power BI and ERP\/property management systems will be advantageous. Job Responsibilities Property Portfolio and Asset Management Manage the company's commercial properties, fuel service station sites and related assets across the Eastern Cape. Maintain an accurate property register covering ownership, leases, rental income, valuations, insurance, maintenance and statutory documentation. Conduct regular property inspections and identify risks, maintenance requirements and opportunities to improve occupancy, rental returns and asset value. Support property valuations, acquisitions, disposals, redevelopment and capital investment decisions. Lease and Tenant Management Administer lease agreements, renewals, extensions, rental escalations and amendments. Monitor lease expiry dates, contractual obligations, tenant compliance and rental arrears. Coordinate lease negotiations and recommend appropriate rental rates and commercial terms. Maintain effective relationships with tenants, fuel retailers, fuel brands and other stakeholders. Insurance and Risk Management Coordinate the placement, renewal and administration of insurance policies covering buildings, property infrastructure, equipment, public liability and other relevant exposures. Maintain an accurate insurance register reflecting insured assets, sums insured, premiums, policy periods, exclusions, excesses and renewal dates. Liaise with insurance brokers, insurers and assessors to ensure appropriate cover, competitive premiums and alignment between insured values and property valuations. Identify potential underinsurance, coverage gaps and emerging risks, and recommend appropriate corrective action. Manage property-related insurance claims, ensuring timely notification, submission of supporting documentation, follow-up and resolution. Monitor compliance with policy conditions, risk improvement recommendations and applicable safety requirements. Report on insurance costs, claims experience, outstanding claims and material exposures to management. Financial Management, Reporting and Analysis Prepare annual property budgets, forecasts and cash-flow projections covering rental income, operating expenditure, maintenance, insurance and capital expenditure. Monitor actual performance against budget, prior periods and forecasts, investigate variances and recommend corrective actions. Analyse rental income, occupancy, arrears, property operating costs, net operating income and returns by property and across the portfolio. Monitor municipal rates, utilities, service charges, maintenance expenditure and other property-related costs to identify savings and improve profitability. Reconcile property management records with Finance and ensure the completeness and accuracy of rental billing, collections, expenditure and asset information. Prepare monthly management reports and executive dashboards highlighting financial performance, key risks, trends and corrective actions. Provide financial analysis and business cases for lease negotiations, property acquisitions, disposals, refurbishment and capital investment decisions. Support annual financial statements, external audits, insurance valuations and other financial reporting requirements. Business Intelligence and Performance Management Develop and maintain BI dashboards and reports using tools such as Microsoft Excel and Power BI, supported by reliable property and financial data. Establish a centralised property information database integrating lease information, rental income, expenditure, insurance, maintenance and asset performance. Develop key performance indicators and trend analyses to monitor portfolio profitability, rental collection, occupancy, insurance costs, maintenance expenditure and capital projects. Analyse historical and forecast performance to identify underperforming properties, cost inefficiencies and opportunities for value creation. Automate routine reports and improve data accuracy, consistency and timeliness to support management and Board decision-making. Translate financial and operational data into actionable recommendations for improved property performance and risk management. Facilities, Maintenance and Compliance Implement preventive maintenance programmes and oversee repairs to buildings, forecourts, canopies, drainage, parking areas and related infrastructure. Manage contractors and service providers in accordance with procurement policies, approved budgets and service standards. Coordinate capital projects, monitoring costs, quality, timelines and completion. Monitor applicable occupational health and safety, fire safety, environmental, building and municipal requirements. Coordinate the management of property-related environmental risks, including fuel spills and underground storage tank infrastructure, with the relevant fuel operators and qualified specialists. Maintain a property risk register and ensure timely resolution of defects, incidents and compliance findings. Key Performance Indicators Rental income, collection rates, arrears and occupancy. Property operating expenditure against budget and improvement in net operating income. Insurance renewals completed on time, adequacy of cover and resolution of claims. Accuracy and timeliness of financial reports, forecasts and BI dashboards. Identification and implementation of cost-saving and profitability improvement initiatives. Completion of preventive maintenance and capital projects within approved budgets and timelines. Compliance with statutory requirements and timely closure of identified risks. Accuracy and completeness of property, lease, insurance and financial records. Key Competencies \/ Skills Strong financial, commercial and analytical acumen. Strong data analysis, problem-solving, communication and stakeholder management skills. High standards of integrity, accountability, accuracy and attention to detail.
