Commercial Property Manager at HR Studio (Pty) Ltd

We are looking for…

• An eager and enthusiastic individual to join our clients’ team as a Commercial Property Manager to assist with all aspects of administrative, financial and operational activities arising in respect of the properties under management.

Who are you?

• You have a customer-focused attitude
• Detail-oriented
• Excellent communication skills (verbal and written) ability to interact at all levels internally and externally
• Be a team player
• Organised, efficient and deadline focused
• Detail oriented with strong focus on accuracy
• Ability to work independently and are self-motivated
• Numeracy and financial skills and appreciation.
• Ability to adapt to a variety of environments and work demands.
• Ability to maintain a high level of sensitivity to client and tenants needs.
• Willingness to work additional hours as the demands of the job might indicate.

What’s the role?

You will be responsible for:

Queries and Reconciliations

• Responding to matters raised by property owners, tenants and service providers within one day of receipt.
• Responding to all queries in respect of rental and other charges (utilities, rates, interest, legal fees, recoveries, etc.) and maintenance within one day of receipt.
• Ensuring responses and actions are aligned with company processes as well as terms of each individual tenant lease.
• Investigating any issues raised by tenants and ensuring the best route of action is taken to resolve the issue.
• Attending to all reconciliations in respect of rental and other charges within one day of receipt.
• Filing of all correspondence in respect of the above.

Vacancies

• Receiving calls from ‘to let’ boards from potential tenants.
• Contacting brokers in your area to ensure your vacancies are given attention.
• Showing potential tenants space to let and following up with potential tenant leads.
• Updating the vacancy schedule (to go to brokers) on a monthly basis as per company process.
• Updating vacancy listings on online platforms.
• Ensuring vacant spaces are appropriately white-boxed and meet the company’s standards.
• Helping to create leasing brochures.

Lease administration

• Preparation of all offers to lease, including forwarding to tenant and ensuring that all signed documentation is returned timeously and correctly.
• Obtaining approval under POPI requirements for and checking of tenant credit ratings with TPN, and obtaining Head of Property Management’s and Directors approval of tenant’s credit worthiness.
• Preparation of all lease agreements, addendums, cession documents, etc.
• Signing off of all lease details in MDA including all tenant details, and checking & confirming of it against the lease agreement.
• Forwarding of lease documentation to tenants and ensuring that all signed documentation is returned timeously.
• Forwarding of signed lease documentation to the landlord for approval and signature and ensuring that all signed documentation is returned timeously.
• Providing the property administrator with the final signed lease document and ensuring the tenant is loaded on MDA and an invoice is sent out as per requirements prior to occupation.
• Signing off the tenant’s lease schedule once it has been loaded by property administrator on MDA.
• Ensuring that all FICA documentation are obtained, confirmed and filed with the signed lease agreement.
• Maintain tenant files within the requirements of POPI.
• Working on early lease renewal offers as per specified process.

Operations

• Attending to all operations and maintenance issues for the property portfolio.
• Monthly site inspections of every building in the property portfolio (to be tracked as per specified process).
• Securing, adjudicating and making recommendations in respect of service providers and contractors quotes.
• Procuring, negotiating and concluding service providers and contractors contracts.
• Preparing and issuing work orders to service providers and contractors with clear instructions as to what work is to be carried out.
• Instructing service providers and contractors to proceed with work once the necessary approval has been obtained from the property owner and might be required.
• Informing relevant stakeholders of all incidents, as well as work being performed by service providers and contractors.
• Inspecting and accepting the work carried out by service providers and contractors.
• Helping with the due diligence when purchasing new properties.

General Administration

• Assisting the Head of Property Management in respect of administration requirements.
• Arranging meetings between the Head of Property Management and the tenant where required.
• Securing debit order authorisation instructions from tenants.
• Filing of all correspondence in respect of the above.
• Monitoring and helping to update the website.
• Taking notes and minutes in meetings.
• Following administrative processes as stated in the property management manual.
• Updating the “bus” manual with role specific details – manual of day to day tasks, responsibilities, buildingmspecific information and tenant contact information.

Monthly Responsibilities

Take-on and Handover

• Preparing for take-over or handover as per the specified process – take-on includes emailing tenants, sourcing and comparing quotes for all service providers at the property, informing relevant stakeholders of date of transfer etc.
• Handover includes informing relevant stakeholders of transfer, terminating all service provider contracts in-line with the specifications of the contract, sourcing any AC or lift reports and assisting the Director with any documents required in the due diligence handover process.
• Adding tenants to the contact list for your portfolio when there is a take-on.
• Ensuring new building details are captured into MDA, including loading owners, property and tenant details.

Financial

• Working with the property administrator to track and follow up on any arrears within your portfolio.
• Sending out LOD’s by the 4th of the month to any tenants who have not made payment.
• Informing Director and Head of Property Management of any high risk arrears, or as soon as someone goes into more than 30 days arrears.
• Handing tenants over to lawyers when required.
• Informing property administrator of ad-hoc monthly charges for tenants.
• Checking pre-billing on a monthly basis – rental, utilities, rates and taxes, parking, ad-hoc charges, escalations etc – and ensuring that any required changes are made prior to invoices being sent to tenants.
• Signing off any ad-hoc invoices for services and maintenance in the property portfolio – following up with property administrator to ensure payments are effected in the required time.
• Monitor rental payments and manage rental debtors including capturing of recoverable charges (utilities, maintenance, etc.) legal process in accordance with the Company’s debtor management procedure.
• Answering queries on the owners statements and actioning appropriate behaviours to rectify issue highlighted, always providing feedback within the month.

Management Reports

General

• Ensuring that all recoveries are loaded in respect of items deemed recoverable in terms of the Lease Agreement.
• Assisting and taking responsibilities for any other items that may arise within the property portfolio.
• Communication with tenants across a variety of situations.
• Prepare and manage relevant portfolio parking schedules.

Annual Responsibilities

• Assisting Head of Property Management with budgets for each property (annually).
• Ensuring tenants’ rental escalates annually.
• Knowing which tenants will expire in the following 18 month period.
• Municipal rates recoveries adjustments including ensuring that all increases are captured against tenant accounts before the 15th of August each year – to be checked on pre-billing.
• Archiving of tenant files and building office files including management of files in accordance with POPI.
• Audit lease agreements to ensure rental and recoveries are correct.

Boxes to tick…

• Matric
• Relevant tertiary education
• MDA essential - thorough knowledge of the MDA property management system
• 1+ years’ experience in the relevant field
• Computer literacy