Administrator: Retail Operations at City Property Administration (Pty) Ltd

About the Job

• The purpose of the role is to perform general administration and support to the Portfolio Manager: Retail Operations and Retail department and to ensure portfolio administration is managed effectively.

General Functions

• Manage day to day administration for Portfolio Manager: Retail Operations (PFMRO) and assistance to Centre Managers (CMs)
• Basic office filing, copying, and scanning: COC’s, biometric reports, monthly reports, meeting agenda and minutes etc.
• Preparing, receiving, and distributing stationary orders
• Replenishing staff refreshments
• Roaming office calls: taking messages

Administrative Functions

• Preparation / typing of agendas, minute taking and timeous distribution for PFMRO meetings and Shopping Centre meetings packs
• Petty cash capturing for CMs
• Managing Retail template documentation on I drive
• Assist with typing of tenant correspondence as drafted by CMs
• Updating tenant and store manager contact details
• Assist with resolving of tenant queries.
• Ensure tenants trade in accordance with the lease agreement.
• Update and monitor Turnover schedule and trading densities.
• Updating utility (gas/water/elec.) meter numbers provided by CM/Maintenance Manager/Building Manager
• Parking leases: assist with parking administration / preparing and managing waiting list
• Exhibitions: preparing leases and instructions, assist with bookings and locations
• Yearly budgets: Assisting PFMRO and CMs with budgets preparations
• Income statement monthly expense detail on fixed monthly contracts only (variances)
• Assist with R&M schedule monthly comments
• Ordering of window wrapping for vacant offices
• Recordkeeping of insurance claims & Impairments
• Audits of refuse removal rates, recoveries related to HVAC, generator, and equipment maintenance (variances)
• Follow up of outstanding supplier invoices
• Obtaining cancellation confirmation for suppliers
• Assist with RFI manual job card documentation
• Entry inspections form managing and filing
• Customer case reports for PFMRO
• Recordkeeping of monthly inspection reports and providing reports to internal auditors
• Assist with logging jobs

Working conditions: 

• Centre based. Limited travel required.

Qualifications & Experience:
Matric - Required

• Administrative related qualifications - Preferred
• At least 3 years’ experience in an administrative role - Required
• Experience in Property and/or retail industry - Preferred

Skills & Knowledge Required:

• Good verbal and written communication skills required
• Good administrative and skills required
• Minute taking skills required

MS Office:

• MS Word – Basic
• Excel – Intermediate
• Outlook – Basic
• Knowledge of basic credit control / lease agreement / utilities - Preferred
• Knowledge of MDA System - Preferred

Personal Attributes:

• Problem solving – find solutions when emotions are involved.
• Reality testing – be objective; see things as they really are.
• Impulse control – resist or delay impulse to act.
• Flexibility – adapting emotions, thoughts and behaviors.
• Stress tolerance – coping with stressful situation.
• Interpersonal relationships – building mutually satisfying relationships.
• Independence – be self-directed and free from emotional dependency.
• Multitasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.
• Teamwork – cooperation with others, good-natured attitude and encouraging people.
• Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
• Rule following – adhere to rules and strictly follow work regulations.
• Attention to detail – focus on details, strive for perfection and be well organized.
• Planning – enjoy making detailed plans and long-terms plans.