Portfolio Executive at Broll

POSITION PURPOSE

Responsible for the management of the property to ensure investment growth and maximum income through effective property management and asset control. Ensure that Portfolio Management operations comply with established policies, procedures, and legal requirements. Deliver professional and efficient services and resolve customer problems promptly.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the effective and efficient completion of Portfolio Management functions:

• Property Management:

  • Stay updated on market activities regarding tenant movement, new developments, major vacancies, and landlord strategies.
  • Attend relevant meetings and functions such as Sapoa, CJP, etc.

• Asset Management:

  • Control, schedule, and implement regular preventative maintenance programs within budget constraints.
  • Advocate for refurbishments and major repairs as needed.
  • Attend site meetings with contractors regarding maintenance or expansion projects.
  • Monitor project progress and enforce tenant responsibilities during and at the end of lease terms.
  • Liaise with government, provincial, and/or local authorities.
  • Ensure compliance with the OSH Act.

• Client Reporting:

  • Provide accurate and timely information to clients in the agreed format.
  • Analyze monthly income and expenses, monitor turnover rentals, and review operating costs quarterly.
  • Oversee municipal and general recoveries on a monthly basis.

• Plans and Budgets:

  • Prepare and complete annual budgets by January and complete forecasts timely.
  • Review rentals quarterly to ensure optimal rates are achieved and maintained.
  • Assist in formulating business plans and preparing 5-year budgets.
  • Conduct quarterly reviews, analyze expenditure, and set Capex/Ti philosophy per building.
  • Approve Ti standard specifications and Capex within authority limits.
  • Ensure adherence to Capex procedures, estimate new operating costs, and ensure recovery of operational costs as per lease terms.

• Building Management:

  • Devise a five-year maintenance plan, including provisions for depreciation.
  • Investigate and propose refurbishments.
  • Maintain hands-on control of ongoing projects.
  • Review building status and maintain standards annually.

• Debtors Management:

  • Conduct monthly meetings with debtors, debtors’ managers, and leasing teams.
  • Approve legal actions when necessary.

• Credit Control:

  • Manage arrears, legal actions, and write-offs.
  • Handle legal matters related to credit control.

• Parking Management:

  • Conduct monthly or ad hoc meetings regarding parkades.
  • Maintain accurate control of in-house operated parkades.

• Support and Service:

  • Assist, support, and serve personnel as needed.

Assumes responsibility for ensuring professional business relations with clients, vendors, and trade professionals:

• Resolve requests and questions promptly and courteously.
• Inform customers about Company Portfolio Management policies and procedures.
• Maintain the Company's professional reputation internally and externally.
• Represent the Company in interactions with business and trade professionals.

Assumes responsibility for effective communication, coordination, and working relations with Company personnel and management:

• Support personnel as needed.
• Keep management informed of area activities and significant concerns.
• Attend and participate in meetings as required.
• Complete reports and maintain records.

Assumes responsibility for related duties as required or assigned:

• Maintain a clean, secure, and well-maintained work area.
• Stay informed about developments in the Portfolio Management field.
• Assist with publicity, education, and promotion of the Company.
• Cross-sell services and complete special projects as assigned.

PERFORMANCE MEASUREMENTS

• Efficient and effective provision of Portfolio Management services in accordance with Company policies and standards, and applicable laws and regulations.
• Effective tracking and resolution of problems.
• Good business relationships with customers, properly assessing and meeting Portfolio Management needs.
• Professional relations with customers and external trade contacts; prompt and courteous resolution of questions and problems.
• Effective working relations and coordination with Department and Company personnel.
• Timely and appropriate information provided to management regarding area activities and significant concerns.

EDUCATION/CERTIFICATION

• Matric and an associated degree in business or related field, or an equivalent combination of formal training and 5 years’ experience.
• Valid Fidelity Fund Certificate required.

REQUIRED KNOWLEDGE

• Thorough knowledge of Company Portfolio Management products and applicable policies and standards.
• Understanding of government regulations and legal requirements in Portfolio Management and related functions.
• Familiarity with Portfolio Management programs.

EXPERIENCE REQUIRED

• At least five years of progressive experience in Property Management-related positions.
• Administrative and supervisory experience.
• Real estate experience is very helpful.

SKILLS/ABILITIES

• Strong leadership and supervisory skills.
• Good project management abilities.
• Well-organized with solid communication skills.
• Ability to meet deadlines and understand property management.
• Effective communication at all levels.
• Professional, confident, and mature demeanor.
• High energy level and self-starter.
• Ability to manage stress and work well under pressure.
• Ability to prioritize work and act on own initiative.
• Proficient in motivating and directing staff.
• Able to develop and work to budgets.
• Excellent negotiation skills.
• Computer literacy: Windows, Microsoft Word, and Excel.
• Proficient with PC and basic business equipment.