Centre Manager Kamaqhekeza Plaza at Capital Land

DAILY CHECKLIST, ACTION LIST AND REPORTING 

• Complete the Centre Manager Daily Checklist (“CM Daily Checklist”) on a daily basis. 
• Document action items identified on the Action List on the Operations Portal as required in terms of the CM Daily Checklist. 
• Ensure all items required to be reported to the Regional Operations Manager in terms of the CM Daily Checklist are reported in line with instructions. 
• Accompany the Regional Operations Manager on his/ her monthly site visits and understand concerns identified and assist in rectifying issues noted. 

TENANTS AND LEASING 

• As the representative of the Landlord and Capital Land the CM is to communicate with tenants on a continuous basis and develop and maintain good working relationships with all tenants. 
• Meet with each tenant individually at least once per month and document feedback from these meetings to be filed in the tenant meeting file. Any issues raised or concerns should be escalated to the Regional Operations Manager. 
• Ensure that feedback from tenants is communicated to the Regional Operations Manager. 
• Place approved “To-Let” signs in the windows of vacant premises. 
• Cover vacant premises with approved window dressing/ window paper. 
• Show vacant premises to interested parties. 
• Assist leasing in obtaining signed lease documentation from tenants upon request. 
• Recommend changes to tenants’ premises when appropriate and manage the implementation of these changes when approved. 
• Obtain tenant monthly turnover figures timeously and submit these to the leasing department 
• ([email protected]) for capturing. 
• Conduct tenant take-back inspections, complete required tenant take-back forms and submit these to the leasing department. 
• Perform handovers of tenant premises in line with instructions from the leasing department and complete required documentation. 

BILLING, RENT COLLECTION AND ARREARS MANAGEMENT 

• Complete pre-billing checks on a monthly basis and submit these as required in terms of the pre-billing process. 
• Review weekly arrear schedules received from Head Office. 
• Visit tenants in arrears in order to determine whether problems exist which are creating the arrear rental situation and report back to the debtor’s administrators in respect of this. 
• Assist with the collection of the arrear rentals where possible. 
• Closely monitor tenants and advise the Regional Operations Manager and the Legal and Risk Manager proactively of potential problems which may lead to rental arrears. 

BUDGET 

• Provide input as requested on required maintenance and capital items for the forthcoming year to the Regional Operations Manager for inclusion in the annual budget. 
• Familiarise yourself with the approved budget for the centre and use this as the basis upon which procurement in effected. 
• Manage approved service providers and ad hoc contractors in line with budgetary constraints. 
• Attend to ad hoc repairs and maintenance which arise, the value of which is not to exceed R1 000. 

MAINTENANCE 

• Ensure that all buildings, grounds, and equipment are well maintained and in good working condition. 
• Review the service schedule circulated by head office and ensure that orders for servicing of assets are issued timeously and all serviceable assets are serviced up to date. 
• Manage the centre handyman where applicable. 
• Ensure that the handyman is dressed appropriately in uniform and is clean, tidy and presentable. 
• Ensure the handyman has a clear understanding of his duties and responsibilities on a daily basis. 
• Conduct daily walk about inspections of the property identifying and recording maintenance items which have arisen. 
• Where identified maintenance items are able to be completed by the handyman and/ or are within the R1 000 limit, attend to these items 
• In the case of more significant maintenance items, agree a scope of works with the Regional Operations 
• Manager and obtain quotes and complete expense approval form or send scope of works to procurement, depending on the expected cost of repairs in line with the procurement policy and process. 
• Manage approved service providers and ad hoc contractors to ensure approved works are carried out in a professional, safe manner. 
• Complete and sign off the Works Completion Document for completed work where required in terms of the procurement process. 
• Submit properly authorised invoices for completed work for payment to the relevant creditors’ administrator (if < R5 000) or Procurement Administrator (if >R5 000) 
• Not permit any works to be undertaken on the property whatsoever (including works undertaken by tenants) without the formal approvals as required by company procedures. 
• Not permit any unauthorized contractor on site without the formal approvals as required by company procedures. 
• Report any identified emergency maintenance items immediately. 
• Manage the generator fuel levels and complete order documentation for additional fuel requirements timeously to ensure that generators don’t run out of diesel. 
• Be available, on call, 24 hours a day, to respond to emergency maintenance, security and cleaning issues which may arise. 
• Manage the centre’s maintenance plan effectively. 

SECURITY AND SAFETY 

• Ensure the correct number of guards are in place at all times 
• Report missing guards to the area manager of the security company and insist on urgent replacement 
• Advise the Regional Manager of guards not arriving on site and record the days where the guarding company did not supply the correct number of guards in terms of the contract. The Regional Manager will then deduct the requisite amount in lin with the short posting. 
• Check the patrol reports of the night shift guards every morning by 9am 
• Check the operations book and sign same by 9am every morning 
• Understand, simulate and implement Emergency Procedures as per the Emergency 
• Procedures manual provided. 
• Report any incidents which occur immediately to the Regional Operations Manager. 
• Distribute the approved evacuation/ emergency plan for the centre to all tenants. 
• Circulate a list of emergency contact numbers to all tenants and have a list of such numbers clearly visible in the Centre Manager’s office. 
• Ensure all tenants have the Centre Manager’s cell phone number for emergencies.
• Ensure all staff and contractors on site have the required health and safety training and that the Centre complies with all health and safety regulations. 
• Should a CCTV system be present on site, the CM is to ensure that the system remains in good working order and that a service contract, as approved by Capital Land, is put in place to service the equipment from time to time. 
• CCTV footage is to be stored for the maximum time the current technology of the system allows. 

CLEANING, GARDENING, PEST CONTROL AND OTHER CONTRACTS 

• Familiarise yourself with the scope of work for all contracts in place at the centre. 
• Manage the cleaning, landscaping/ gardening, pest control and any other contractors at the Centre in line with the contract requirements. 
• Ensure the Centre is cleaned to a high standard on a daily basis. 
• Ensure the gardens are maintained to a high standard on a daily basis. 
• Communicate the Centre’s cleaning responsibilities to tenants and ensure the tenants understand their own cleaning responsibilities in terms of their lease agreement and house rules. 
• Ensure pest control contracts and all other contract work is carried out to a high standard. 
• Ensure that all staff on site are dressed in appropriate uniform and are clean, tidy and presentable. 

REFUSE COLLECTION AND DISPOSAL 

• Ensure the appointed refuse collection company performs its duties in line with contract 
• Ensure the correct number of waste personnel report for duty on a daily basis and report any short postings to the waste management company and Regional Operations Manager. 
• Ensure all tenants are aware of the procedures to be followed when disposing of waste. 
• Ensure tenants dispose of waste according to the requirements of their lease agreements and no waste from external locations is disposed of in centre managed waste areas. 
• Ensure restaurant fat traps and grease traps are regularly cleaned (in line with legislation). 

UTILITY MANAGEMENT 

• The Centre’s electricity and water meters will be read by a specialist Utility company on a monthly basis 
• The CM is to accompany the Utility company whilst they read the meters monthly 
• The CM is to assist with any questions in relation to electricity and water meters at the centre. 

SRI INITIATIVES, MARKETING, MEDIA AND PROMOTIONS 

• Provide feedback to the marketing team at head office in respect of identifying beneficiaries of SRI initiatives upon request. 
• Attend handovers in respect of SRI initiatives. 
• Coordinate marketing campaigns initiated by head office on the ground in line with instructions given. 
• Check promotions on site match the promotions schedule circulated by head office on a daily basis and report any variances in line with the promotions policy. 
• Assess signage and generic branding on site and notify the marketing team at head office of any requirements for replacement. 
• Assess the quality of marketing campaigns and promotions at the centres and notify the marketing department of any areas of concern. 

HOUSE RULES AND ADMINISTRATION 

• Familiarise yourself with the House Rules. 
• Ensure that all Tenants have been issued a copy of the House Rules specific to the centre. 
• Ensure that there is an up-to-date copy of the House Rules signed by each Tenant on file in the Centre Manager’s office. 
• Ensure that all Tenants follow the House Rules. 
• Identify areas of non-compliance and address these with the relevant tenants. 
• Where non-compliance continues, this should be escalated to the Regional Portfolio Manager and if non-compliance persists, escalate to the Legal Team. 
• Communication of non-compliance must be done and followed up in writing (email). 
• Ensure that all files and registers required to be in place at the centre, including the Fire File, Master File, 
• Security File, Tenant Inspection File, Roof Leak Register and any other files and registers requested to be put in place from time to time are in place and kept up to date. 

CRITERIA FOR THE APPOINTMENT 

• Minimum of 5 years’ centre management experience 
• Experience managing shopping centres in excess of 25 000m2 
• Proven track record as a centre manager 
• Contactable references 
• Experience in people management including centre staff and service providers 
• Understanding of and ability to manage building compliance requirements 
• Experience in managing building and site maintenance effectively and efficiently 
• Respect for and strict adherence to protocols and reporting requirements 
• Strong written and verbal communication skills 
• Experience in managing the relationship between the centre management and tenants as well as centre management and the public 
• Excellent administration skills and attention to detail