Commercial Property Manager at Africrest Properties

Position Purpose

• The Commercial Property Manager oversees all administrative, financial and operational activities for properties under management. This includes tenant, service provider and contractor relations; lease administration; MDA data management; utilities and accounts management; and proactive property maintenance.

Key Responsibilities

Daily

• Respond to property owner, tenant and service provider matters within one day.
• Resolve rental, utility, rates, interest and maintenance queries promptly.
• Ensure all actions align with company processes and lease terms.
• Investigate and resolve tenant issues effectively.
• Complete rental and charge reconciliations daily.
• File all relevant correspondence.

Vacancies

• Handle enquiries from “To Let” boards and brokers.
• Show available spaces and follow up with leads.
• Update vacancy schedules monthly and upload listings to online platforms.
• Ensure vacant spaces are white-boxed to company standards.
• Assist in creating leasing brochures.

Lease Administration

• Prepare offers to lease and ensure documentation is signed and filed promptly.
• Conduct tenant credit checks via TPN and obtain approvals from management.
• Draft and finalise lease agreements, addendums and cessions.
• Verify MDA lease details match signed agreements.
• Collect and file FICA documentation per POPI.
• Load tenants on MDA and ensure invoicing before occupation.
• Track early lease renewals.

Operations

• Handle all maintenance and operational issues in the portfolio.
• Conduct monthly inspections of each property.
• Source, evaluate and recommend service provider quotes.
• Negotiate and conclude service provider contracts.
• Issue work orders and supervise completion.
• Notify stakeholders of incidents and ongoing work.
• Support due diligence processes for new acquisitions.

General Administration

• Assist the Head of Property Management with admin needs.
• Arrange and minute meetings with tenants when required.
• Secure debit order instructions from tenants.
• Maintain property and tenant filing per POPI.
• Follow company processes as outlined in the Property Management Manual.
• Update the “bus manual” with daily tasks, building information and tenant contacts.
• Support updates to the company website.

Monthly Responsibilities

• Take-on and Handover
• Follow company procedures for property transfers, including tenant communication and service provider setup or termination.
• Capture all new property, owner and tenant data on MDA.
• Add new tenants to portfolio contact lists.

Financial

• Monitor arrears and send LODs by the 4th of each month.
• Escalate arrears over 30 days to management.
• Liaise with property administrators on ad-hoc tenant charges.
• Review and approve pre-billing (rent, utilities, rates, parking, escalations).
• Approve ad-hoc invoices for services and maintenance.
• Manage debtor recoveries and legal handovers per company policy.
• Management Reports
• Resolve owner statement queries and provide feedback within the same month.
• Ensure all recoveries are loaded per lease terms.

General

• Maintain tenant communication and parking schedules.
• Support any ad-hoc portfolio matters as needed.

Annual Responsibilities

• Assist with property budgets and annual escalations.
• Track leases expiring within the next 18 months.
• Adjust municipal rate recoveries by mid-August each year.
• Audit leases for rental and recovery accuracy.
• Archive tenant and building files per POPI compliance.

Requirements

• Minimum 3 years’ experience in property management.
• Relevant property management qualification preferred.
• Excellent written, verbal and organisational skills.
• Strong numeracy and financial acumen.
• Computer literacy with solid knowledge of MDA.
• Adaptability to changing environments and workloads.
• Customer-focused attitude and sensitivity to tenant needs.
• Willingness to work additional hours when required.