SUMMARY:
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POSITION INFO:
Overview:
Our client in the property sector is looking to employ a Tenant Liaison Officer responsible for liaising with all clients and ensure the efficient letting of units and to maximize rental income by ensuring that vacancies are kept to a minimum.
Minimum Requirements:
- Grade 12 / Matric
- 3-year Business management course or equivalent
- 3-5 years’ experience in a supervisory role
- 3-5 Years’ experience in a customer service environment
- A minimum of 3 years in a property management environment
- Advanced MS Office and MDA
Key Performance Areas:
1. Operational Requirements
- Execute daily tasks and work instructions according to relevant Procedures & Policies
APPLICATION MANAGEMENT
- Ensure all vacancies are advertised
- Oversee the enquiry &application process from start to finish in line with company procedures
- Ensure viewings take place where applicants have requested same
- Provide final approval on all applications in the portfolio
- Oversee/ensure that the lease signing procedure is carried out correctly
- Oversee that all leasing data has been uploaded on the property management system (MDA)
- Oversee that all tenant information with the relevant charges are loaded on the system
- Liaise with different personnel, as is required, to prevent delays and on-time delivery
TENANT & RELATIONSHIP MANAGEMENT
- Ensure the efficient and effective tenant administration and management of related processes
- Oversee tenant management procedures to ensure maximization of revenue streams
- Ensure vacancies negated in line with budgets and projections
- Oversee tenant relationships through tracking customer service levels
- Ensure lease agreement processes are managed in line with company procedures
- Oversee the marketing of available units to optimize rental income
- Resolve all the escalated internal and external tenant enquiries in line with company procedures
- Oversee that house rules are enforced with transgressions attended to and recorded
- Oversee house visits to ensure active engagements with our tenants
- Oversee that notices to vacate are recorded on the mutation schedule and MDA and that exit inspection appointments are scheduled to take place
- Oversee the pre-exit and final inspection process
COMPLEX WELLNESS MANAGEMENT
- Perform regular checks on the “wellness” of the complexes in the PE Region
REPORT WRITING
- Review monthly business unit results and ensure regular and accurate reporting
- Report weekly on vacancies, mandates and site visits submitted to the Reg. Manager
- Revenue variance report compiled on a monthly basis
- Collate feedback from staff and formulate a monthly progress report, including statistics over a period of times
STAFF MANAGEMENT
- Monitor and review Tenant Liaison Officers outputs in terms of marketing, processing of applications and successfully dealing with queries in agreed turnaround times
- Monitor and review Building caretakers performance by reviewing house visits sheets and inspecting the overall wellness of our complexes
- Co-ordinate the effective split of sub portfolios between Tenant Liaison Officers and ensure that resources available are utilized effectively
- Perform all duties, within your vocational abilities, as requested
- Ensure effective communication with internal department
COMMUNITY DEVELOPMENT
- Manage Corporate Social Investment activities in line with company’s mainstreaming plans
- Engage with current volunteers involved in the CSI programs and attract new volunteer
2. Financial
- Ensure effective cost saving and waste elimination
- Set Annual Budgets and Quarterly Forecasts
- Meet output requirements, while containing expenditure
- Ensure control and approval of expenses in accordance with the company approvals framework
3. Human Resources
- Familiarise yourself with and, at all times, act in accordance with the company’s policies and procedures
- Promote diversity, equal opportunity and fair treatment in the workplace
- Ensure consistent adherence to & application of the company’s disciplinary code, grievance procedures and
relevant legislation
- Execute company EE plan, procedures and targets
- Formulate and execute a Workplace Skills Plan in conjunction with the HR Department
- Manage staff performance through the Company Performance Management program
4. Quality Compliance
- Comply with Quality requirements as outlined by the company Procedures and Written Instructions in all tasks and activities
- Ensure that the required procedures and Quality standards are adhered to
- Ensure high quality standards of work are adhered to at all times
- Complete all documentation timeously and accurately
5. Safety, Health & Environmental
- Carry out any duty or requirement imposed on the company by housing act
- Ensure that the requirements of the company act are complied with by every person under your supervision
- Ensure that reasonably practicable steps are taken to identify, manage or eliminate any hazards or potential hazards to the safety or health of employees
- Report any unsafe or unhealthy situations to the Managing Director
