Property Manager: Facilities at City Property Administration (Pty) Ltd

Description

• The purpose of the role is to maximize the financial performance of the portfolio, maintaining the buildings according to accepted business standards and managing tenants and staff.

Financial performance of the Portfolio

• Prepare and refine portfolio budgets in line with agreed assumptions and other relevant information to determine the targets to be achieved for the financial year.
• Review and report monthly on financial and operational performance of portfolio against budgets and targets achieved.
• Update of notes and comments within deadlines as required for reporting purposes.
• Assist and provide supporting calculations/information to finance team for completion of reasonable forecast.

Cost Management and Building operations

• Ensure that buildings are formally inspected, managed and maintained in line with CPA standards. Submit inspection forms as per requirements. Ensure vacant units are in a lettable condition and listed on the vacancy list.
• Monitor and manage budgeted expenses items in line with planned timelines.
• Ensure maintenance concerns reported by tenants and in general are escalated internally and resolved successfully.
• Ensure the work done and quality of services provided by outsourced contractors (e.g., cleaning, security, etc.) as well as maintenance teams are monitored and reviewed continuously.
• Consider and recommend changes to outsourced services and staff compliment (security guards, building staff, cleaners, rubbish removal charges, etc.) to achieve optimal financial and operational performance.
• Ensure stock controls are implemented, maintained and monitored monthly.
• Review, evaluate and oversee signage at the buildings.
• Motivate upgrades and improvements to buildings where these are deemed necessary.
• Review and monitor water, electricity and other utility costs and services provided.
• Monitor parking and access control and ensure collaboration with support (if relevant).
• Provide input to the Leasing department as well as the Property Manager: Dealmaker in terms of tenant retention and related aspects to consider during leasing processes.
• Ensure risks are identified, reported, and managed in line with CPA’s Risk Policy.
• Ensure operational and administrative policies, procedures and approvals are followed.

Credit Control and collections

• Monitor and guide Credit Control team in decision making to manage arrears optimally.
• Ensure tenants with material arrear balances are met to discuss options to collect on outstanding amounts.
• Ensure files for Legal Handover are recommended, reviewed and actioned appropriately.
• Build relationships with tenants, internal and external parties.
• Manage customer service matters in line with CPA standards and within agreed service levels.
• Communicate and work as a team with other departments.
• Achieve the required relationships with tenants, owners, contractors, and other external/internal parties.
• Clear communication, presentation and reporting at various forums.

Staff Management

• Oversee work of subordinates and conduct performance reviews as per agreed policies.
• Guide and mentor building staff to obtain desired objectives and performance.
• Manage poor performance, when necessary, in consultation with HR and Portfolio Manager.
• Provide constructive feedback to subordinates regarding their performance.

Working conditions

•  Travelling required.   
• Own transport required. 

Requirements
 Qualifications & Experience:

• 3 Years’ experience in a property environment, preferably property management - Required
• Tertiary qualification suitable to the Property environment  - Preferred
• Estate Agencies Affairs Board Competency Certificate (NQF Level 4) - Required
• Fidelity Fund Certificate – Full Status - Preferred

Skills & Knowledge Required:

• MS Office skills required:
• MS Word – Basic
• MS Excel – Basic to Intermediate
• MS Outlook - Basic  

Personal Attributes:

• Leadership – take charge of situations, take accountability, independent thinking, offer opinion and direction to Building staff and Contractors.
• Building Relationships – ability to build and maintain relationships with internal and external stakeholders within various levels of the business and foster teamwork.
• Problem solving – find out-of-the-box solutions when required and making decisions in the best interest of the business.
• Multi-Tasking and ability to work under pressure - dealing with several activities at a time, prioritizing multiple tasks and coping within a pressurized environment.
• Analytical thinking – analyze information and financial statements, interrogate solutions and use logic to address issues and problems.
• Persuasion – negotiating, selling, persuading people.