Senior Property Administrator at Broll

POSITION PURPOSE

• Responsible for the assisting in the management of the Property. Assist in ensuring maximum income of Property through effective property management. Assists in the development of related budgets, oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Implements departmental and procurements policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality in compliance with procurement policy. Keeps management well informed of area activities and significant problems.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the effective operations management of Property and facilities

1. Leases:

• Negotiates certain leases/renewals as prescribed by manager, including parking bays
• Prepares lease document
• Ensures correct revenue stamping
• Ensures correct signatories in place
• Records tracking of document until completion

2. Reports:

• Ensures that accurate tenant schedules are maintained for each building
• Vacancy schedule is updated and copied to each member of staff
• Compilation and presentation of the above with the building financial details and general information, to form the monthly client report
• Compiles monthly management report pack
• Ensures that deadlines are met

3. Financial:

• Assists portfolio manager with all aspects on the income and expenditure annual budget.

4. Tenant liaison:

• Checks prospective tenant details via credit bureau for adverse information
• Ensures that all relevant documents e.g. I.D. book/company registration etc is attached to the application
• Advises tenant within 24 hour period if their application is accepted or declined
• Confirms initial payment before the lease agreement is drawn up
• Advises building supervisor – arranges for signage/keys/parking disc etc.
• Amends vacancy schedule
• Updates tenant schedule

5. General:

• Broker liaison
• Tenant correspondance
• Annual turnover tracking & calculations
• Utility recons & schedules
• Filing/ archiving
• Annual audit preparation
• Tenant complaints
• Contracter liaison

6. Facilities

• Captures, records, follow up all faults with Facilities / Operations Manager
• Captures, records, follow up on Suppliers recommendations loading and updates
• Captures , records, follow up on Purchase Orders, Invoices and any Supplier Reconciliatons.
• Prepare, capture, records, follow up all Capital Expenditures and reconciliations thereof.
• Assists with Budgets and Forecasts

Assumes responsibility for the effective maintenance and reporting of financial records.

• Oversees preparation of monthly, annual, and other management reports.
•  Assesses and reports on monthly performance against budgets.
•  Prepares and motivates consolidated monthly reports for submission to client

Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.

• Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
• Acts as a liaison between the Company and external contacts.
• Ensures effective coordination of external services with Company operations.
• Obtains and conveys information as appropriate.
• Promotes goodwill and a positive image of the Company.

Effectively supervises Property personnel, ensuring optimal performance.

•  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. Discusses areas needing improvement.
•  Assigns and coordinates personnel. Directs daily operations.
• Identifies, develops, and implements training programs as appropriate.
•  Conducts performance appraisals. Provides measurable feedback to assigned personnel and suggestions for improved performance. Formulates and implements employee corrective actions as needed.
• Ensures that staffing levels are appropriate. Interviews, hires, and assigns personnel as necessary.

Assumes responsibility for related duties as required or assigned.

•  Ensures that work area is clean, secure, and well maintained.
•  Completes special projects as assigned.
•  Reports on Operational expenses, foot traffic, security incidents etc.
•  Public Relations: Assistance to the PR / Marketing functions
• Preparation for meetings and liaison with all parties
•  Minute taking and reporting

PERFORMANCE MEASUREMENTS

• Building/s are well maintained and secure and meet the needs of the Company.
• Property operations are efficiently and cost effectively administered.
• Reports are complete, accurate, and delivered on time according to schedules
• Good communication and coordination exists with departments. Assistance is provided as needed.
• Senior Management is appropriately informed of area activities and of any significant problems.
• Effective business relations exist with vendors, contractors, and trade professionals.
• The Appointee undertakes to enforce compliance on all contractors and consultants entering and performing their duties on the Buildings, even if they were appointed by a Tenant).
•  The Appointee here acknowledges that delegated responsibility and undertakes to ensure that the Buildings at all times comply with the relevant stipulations contained in the OHS Act,
•  The Appointee undertakes to promptly resort to their Manager (either telephonically, by e-mail, written report) all safety and security incidents that may impact on tenants, employees, contractors or members of the public without limitation to: injury, death, violence, vehicle accidents, armed robbery, abduction, kidnapping, hostage situations or any other similar criminal activity as well as damage or destruction of the structure or systems

QUALIFICATIONS, SKILLS & EXPERIENCE
EDUCATION/CERTIFICATION:

• Matric.
• Additional related maintenance and Property management training preferred.
• Qualification in Property Management (SAPOA courses, SACSC, WPN) is beneficial.
• Bsc in Property Studies or similar qualification is beneficial. 

REQUIRED KNOWLEDGE:

• Excellent understanding of Property management procedures.
• Knowledge of budgeting, service contracts, and leasing agreements.

EXPERIENCE REQUIRED:

• Five or more years of related experience, with at least two or more years of supervisory experience.

SKILLS/ABILITIES:

• Excellent leadership abilities.
• Able to organise, coordinate, and direct team activities.
• Strong problem solving skills.
• Good communications skills.
• Able to use all related maintenance equipment and computer applications.