National Property Portfolio Executive at Clear Leaf

Job Description
OPERATIONAL EXECUTION

• Ensure that buildings are always compliant in terms of statutory and legislated requirements
• Manage risk and risk mitigation across the portfolio not just in the brick and mortar but as and where it relates to staff and end user at all times containing exposure to liability or insurance claim/s
• Maintain and develop operational governance systems to ensure that service level agreements (SLA) are always adhered to
• Analise operational expenditure and losses per building and put in place plans to rectify and generate savings
• Monitor operational activities of staff to ensure that proper procedures are adhered to including but not limited to inspections of the buildings, stores, and any other operational activities to be maintained and monitored
• Develop operational plans nationally as per company standard including the planning and oversight of the December vacate/intake programme
• In advance of a new building releasing, develop the requirements for the “new building on-boarding” including but not limited to staffing needs, forward budget planning, etc., etc.,
• Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures and discusses areas needing improvements

Directs daily operations
PROJECT MANAGEMENT

• Plan and monitor the CAPEX/OPEX and Special Project funds to ensure that the funds are correctly spent and that contractors on site adhere to the project scope of works
• This process starts at PM and FM level and is then presented to the PE for due-diligence
• Present proposals for building improvements as and where required to sustain and maintain asset value and customer service experience
• Sign off all construction site work completed by external project contractors to ensure Company Compliance and Standards
• Participate in all site meetings for new refurbishment programmes together with the project team
• This is supported by the FM
• Develop project plans and risks associated with any work conducted in Company buildings including Health and Safety elements and ensure that project teams (aka contractors) are aware of expectations and deliverables

STRATEGIC PLANNING AND IMPLEMENTATION

• Develop departmental strategy in alignment with the organizational strategy
• Management, implementation, and integration of strategy into department (waterfall down/cascading)

RELATIONSHIP MANAGEMENT

• Maintain relationships with internal (interdepartmental and intra departmental) as well as with external stakeholders including external contractors and construction teams, bursars, institutions, and parents
• Direct Customer Relationship Management

REPORTING

• Prepare reports for the CFO, Growthpoint, GSHA as and when required
• Maintain and administer various reporting procedures, in particular cost effectiveness and analysis in relation to budget usage
• Deliver any ad hoc reports as requested by senior management

HUMAN CAPITAL AND RESOURCE MANAGEMENT

• Oversight of recruitment and management of staff and resources to ensure high quality services as per the requirements of the organization
• Direct management of recruitment of direct line reporting staff
• Plan, manage and develop staff to effectively train, evaluate and monitor their activities according to their KPI’s
• Develop staff appraisals for direct line reporting and ensure adherence down the management line with the required competencies
• Forecast of Human Capital Staff according to the objectives and strategy of the company
• Encourage, motivate staff, and come up with recommendations as part of staff retention and to ensure a high performing team

ASSET MANAGEMENT

• Analysis of performance of property by benchmarking the respective buildings and ensuring efficiency in asset management
• Overall responsibility for OSH Act compliance
• Ensure correct management (handling) of all assets within the building (business unit)
• Fixed and moveable assets
• Ensure that all assets are correctly recorded in the asset register and that aged assets are correctly removed from the asset register within the approved business protocol

PLANNING AND BUDGETING

• Preparation and completion of budgets each year as defined by the CFO and required by Finance
• This is a collaborative exercise with the team on the ground
• Completion of monthly forecast
• 3-year budget preparation / controls
• 3-year CAPEX and OPEX budget preparations / controls
• Set and motivate the CAPEX budget per business unit
• Check and authorize payments of accounts as per the approved authority levels and that no authorization has taken place outside of the approved framework

BUILDING MANAGEMENT

• Devise a three-year maintenance plan including allowances for provisions or depreciation where applicable (this is driven via the FM and the PM and the PE will apply comment and due-diligence)
• At all times ensure that building data/documentation is loaded and updated on the software platform at all times and that the data source is current and correct
• Investigate / initiate proposals for refurbishments
• Maintain a hands-on control of projects in hand
• Review the building status/grade annually and maintain the standards withing those grades
• Ensure compliance with legal regulations
• Complete regular OSH Act inspections and updates monthly
• Ensure that OSH Act requirements are effectively managed and complied with
• That fire drills and evacuation procedures are in place and performed as defined by the organizations business rule
• Ensure the deployment of the mandatory 3 annual hygiene inspections across the respective portfolio’s | that damages are raised and reflects back onto the income statement

RESPONSIBILITY FOR THE EFFECTIVE MAINTENANCE AND REPORTING OF FINANCIAL RECORDS AND EXPENSE CONTROL

• Monthly, quarterly, bi-annually and annually review the effective utilization of expenditure via the team on the ground and provide your analysis and input on cost saving initiatives, improvements and always ensuring that the various BU’s and Property Portfolio always applies financial prudence as well as fiduciary responsibility across all levels

VACATE AND INTAKE

• Annually the vacate and intake is planned by the PM’s and the BU assigned team
• Ensure that the plans are submitted on time as defined by the business rule
• Audit the planning process to ensure it complies with;
• Budget controls (across all levels)
• Timeline management and controls
• Stock and Human Resource planning
• Additional contractor requirements
• Asset replacements
• Ensure oversight over the damages to be raised emanating out of the inspection processes
• Facilitate the Vacate | Intake close out report (aka postmortem) and review the success of the vacate | intake against the prior year

RESPONSIBILITY FOR PROFESSIONAL BUSINESS RELATIONSHIPS WITH VENDORS, CONTRACTORS, AND TRADE PROFESSIONALS

• Acts as a liaison between the company and the external contractors
• Work at maintaining productive business relationships with vendors, suppliers, contractors, universities, and stakeholders
• Promotes good will and a positive image of the Company
• Assist with any ad-hoc duties that is reasonable within your capabilities.

Qualifications
A Combination of Education but not limited to;

• Grade 12
• Degree in Property Management
• Degree in Operations Management
• Degree in Business Administration
• MBA
• Member of related official bodies i.e. SAFMA

EXPERIENCE

• Operations Management – 8 - 10 years’ experience
• People Management – 5 - 8 years’ experience
• Project Management – 3 – 5 years’ experience 

KNOWLEDGE

• Building Codes and SANS regulations
• Health and Safety Regulations
• Finance Knowledge
• Project Management Principles
• BCEA / LRA
• Microsoft Office Suite - Advanced Excel Knowledge