Our purpose is to be the leading real estate services provider and the preferred place of employment for our industry’s professionals. This purpose promotes constant innovation and service excellence, whilst providing end-to-end real estate solutions to our valued clients. Our mission is to build a high-performance, respectful and dynamic culture that enab...
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Job Description
POSITION PURPOSE
- Responsible for lease administration as assigned.
- Keeps tenant records, deposit and lease fees accounts accurate and current.
- Completes related reports, summaries, and records, and performs related clerical duties.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for the accurate and timely completion of assigned leasing administration functions, including:
- Terminates tenant accounts on instruction and notifies departments
- Captures journal entries:
- Lease Fees & Deposits & appropriation of deposits
- Advises meter readers of changes
- Arrange invoices for tenants paying deposits/rental in advance
- Upload all relevant documents to BOL & send original lease for archiving
- Electricity & Water Adjustments – Notifies Utility Company, advises meter readers of tenant movements, Electricity & Water adjustments
- Send tenant copies of signed lease & offer
- Credit rating procedure
Assumes responsibility for the accurate and timely completion of assigned lease administration functions, including:
- Drafts and prepares leases
- Keep register of all lease movements
- Captures and Processes lease agreements via owner’s approval form
- Cedes leases
- Prepares, cancels and amends Lease agreements, Addenda and Suretyships
- Handles & checks deposits, bank guarantees & maintaining replacement bank guarantees & additional deposits, updating all reports accordingly
- Reconciliation of deposit account
- Adhering to assigned deadlines & timelines as required
- Ensuring all processes in terms of lease tracking are adhered to
Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management
- Maintains regular contact with other departments to obtain information and/or to correct transactions (Liaise with Property Administrator on tenant movement)
- Assists Portfolio Management personnel as needed
- Keeps management informed of area activities and of any significant problems
- Attends and participates in management meetings & take minutes of such meetings
Assumes responsibility for related duties as required or assigned
- Completes special projects as assigned
- Any other duties related to loading and processing of lease renewals & administration thereof
- Update & maintain lease audits
- Update & maintain building lease profiles
- Upload monthly leasing reports for management packs
- Prepare monthly executive summary for reporting to leasing manager
PERFORMANCE MEASUREMENTS
- Lease documents, records, and reports are accurate, current, and timeously submitted
- Good working relations exist with company personnel
- Good communication and coordination exist with Leasing Manager - Provide Assistance as and when required
- Management is appropriately informed of area activities
- Lease administration is completed in accordance with established standards, policies, and procedures
QUALIFICATIONS
- Education/Certification: Matric
- Good understanding of “Legal Leases”
- Basic understanding of accounting practices
SKILLS/ABILITIES
- Well organized and detail oriented
- Good math skills
- Excellent grammar and spelling skills in business
- Good attention to detail and accuracy
- Cooperative and willing to assist others
- Excellent communication skills
- Administration skills
- Dependable
- Self-starter
- Excellent computer skills
- Flexible
- Good interpersonal skills
- Able to use PC, calculator, and other basic business mechanisms
Closing Date 08 August 2025
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Job Description
POSITION PURPOSE
- Responsible for the management of the Property.
- Ensure investment growth and maximum income of Property through effective property management and asset control.
- Ensures that such Portfolio Management operations are in accordance with established policies, procedures, and legal requirements.
- Ensures that services are delivered professionally and efficiently and that customers’ problems are resolved promptly.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for the effective and efficient completion of Portfolio Management functions.
- Property management: Stays abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlord’s strategies. Attends meetings / functions related to successful operation of property i.e. SAPOA, CJP etc.
- Asset management: Controls/schedules/implements regular preventative maintenance program in line with budget constraints. Motivates refurbishments, major repairs as appropriate. Attends site meetings with contractors in respect of maintenance/expansion of projects. Monitors progress. Inspects / enforces tenant responsibilities during and on termination of lease terms. Liaises with appropriate government, provincial and/or local authorities Responsible for compliance of OSH act
- Client reporting: Provides accurate information to client according to agreed format timeously. Analysis of monthly income /expenses. Monitors turnover rentals. Analyses operating costs on a quarterly basis in terms of the approved forecasts. Monitors all municipal recoveries (and general recoveries) on a monthly basis
- Plans and budgets: Prepares and completes budgets by January each year
- Completes forecasts timeously. Reviews rental quarterly and ensure best possible rate achieved and maintained.
Assists in:
- Formulation of business plans for the unit.
- 5 year budget – preparation and control.
- Quarterly reviews and monitoring results
- Quarterly expenditure / analysis
- Sets and motivates Capex /Ti philosophy per building in consultation with client
- Approves Ti standard specification as recommended by the project manager
- Approves Capex within authority limits
- Ensures we conform to Capex philosophy and procedures
- Estimates new operating costs
- Ensures recovery of operational costs in accordance with lease terms
- Required to attend to monthly forecasting on managed properties where required
- Analyse and assess tenant turnovers
- Building management: Devises a five year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the assistant general manager / director. Investigate/initiate proposals for refurbishments. Maintains a hands-on control of projects in hand. Reviews the building status/grade annually and maintain the standards within those grades.
- Debtors management: Monthly interaction meetings with debtors, debtors’ manager and leasing to ensure appropriate action taken and approve legal action.
- Credit control: Responsible for management of:
- Arrears
- Legal action
- Write-offs
- Manage Legal Matters
- Parking management: Monthly / ad hoc interaction meetings all parkades. In conjunction with the responsible person for parking, maintain accurate control of “in house” operated parkades
- Assists, supports, and serves personnel as needed.
Assumes responsibility for ensuring that professional business relations exist with clients, vendors, and trade professionals.
- Ensures that requests and questions are promptly and courteously resolved.
- Ensures that customers are properly informed of Company Portfolio Management policies and procedures.
- Ensures that the Company's professional reputation is maintained both internally and externally.
- Represents the Company in contacts with business and trade professionals.
Assumes responsibility for establishing and maintaining effective communication, coordination, and working relations with Company personnel and with management.
- Assists and supports personnel as needed.
- Keeps management informed of area activities and of any significant concerns.
- Attends and participates in meetings as required.
- Completes reports and records.
Assumes responsibility for related duties as required or assigned.
- Ensures that work area is clean, secure, and well maintained.
- Stays informed regarding developments and changes in the Portfolio Management field.
- Assists with publicity, education, and promotion of the Company. Cross sells services.
- Completes special projects as assigned.
PERFORMANCE MEASUREMENTS
- Portfolio Management services are efficiently and effectively provided in accordance with established Company policies and standards and with applicable laws and regulations.
- Problems are closely tracked and effectively resolved.
- Good business relationships exist with customers and their Portfolio Management needs are properly assessed and met. Effective financial counseling is provided as needed.
- Professional business relations exist with customers and external trade contacts. Questions and problems are promptly and courteously resolved.
- Effective working relations and coordination exist with Department and Company personnel. Support is provided as required.
- Management is appropriately informed of area activities and of any significant concerns.
EDUCATION/CERTIFICATION:
- Matric and associated degree in business or related field with a strong retail/shopping centre background specifically in rural and township areas and a minimum of 5 years’ experience in a similar role.
- Requires to hold a valid Fidelity Fund Certificate
REQUIRED KNOWLEDGE :
- Thorough knowledge of Company Portfolio Management products and applicable policies and standards.
- Understanding of government regulations and legal requirements involving 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 very helpful.
SKILLS/ABILITIES:
- Strong leadership and supervisory skills.
- Financial background essential
- Good project management abilities.
- Well organised.
- Solid communication abilities.
- Able to meet deadlines.
- Demonstrable understanding of property management
- Able to communicate effectively at all levels
- Professional, confident and mature
- High energy level
- Self-Starter
- Able to control stress and work well under pressure
- Able to prioritise workflow
- Able to relate well at all levels
- Able to act on own initiative or with minimum input
- Able to control, motivate and direct staff
- Able to develop and work to budgets
- Excellent proven negotiation skills
- Computer literacy – Windows, Microsoft Word, Outlook and Excel
- Able to use PC and basic business equipment.
Closing Date 08 August 2025
go to method of application »
Job Description
POSITION PURPOSE
- Responsible for the management of the Property. Ensure investment growth and maximum income of the Property through effective property management and asset control.
- Develops 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.
- Develops and 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 at the least possible cost. Keeps senior management well informed of area activities and significant problems.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for the effective operations management of the property and its facilities.
- Property Management
- Keep abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlord’s strategies
- Attend meetings / functions related to successful operation of Property i.e. SAPOA, CJP etc.
Asset Management
- Control/schedule/implement regular preventative maintenance program in line with budget constraints
- Motivation of refurbishments, major repairs as appropriate
- Attend site meetings with contractors in respect of maintenance/expansion of projects
Monitor progress
- Inspection / enforcement of tenant responsibilities during and on termination of lease terms
- Liaison with appropriate Government, Provincial and/or local authorities
- Responsible for Compliance of OSH Act
Client Reporting
- Provide accurate information to client according to agreed format timeously
- Analysis of monthly income /expenses
- Monitoring of turnover rentals
- Analysis of operating costs on a quarterly basis in terms of the approved forecasts
- Monitoring of all municipal recoveries (and general recoveries) on a monthly basis
Planning And Budgeting
- Preparation and completion of budgets by January each year
- Complete of forecasts timeously
- Review rental quarterly and ensure best possible rate achieved and maintained
- Assist in formulation of business plans for the unit
- 5 Year budget – preparation and control
- Quarterly review and monitoring results
Quarterly Expenditure / Analysis
- Set and motivate capex /TI philosophy per building in consultation with client
- Approve TI standard specification as recommended by the Project Manager
- Approve capex within authority limits
- Ensure we conform to capex philosophy and procedures
- Estimate new operating costs
- Ensure recovery of operational costs in accordance with Lease terms
Building Management
- Devise a five-year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the Assistant General Manager / Director
- Investigate/initiate proposals for refurbishments
- Maintain a hands-on control of projects in hand
- Review the building status/grade annually and maintain the standards within those grade
- Ensures compliance with legal regulations. Completes regular OSH inspections and updates monthly reports as appropriate. Ensures that OSHA requirements are effectively implemented
Debtors Management
- Monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and approve legal action
Creditors Control
- Responsible for Management:
- Arrears
- Legal action
- Write-offs
Parking Management
- Monthly / ad hoc interaction meetings all parkades
- In conjunction with the responsible person for parking, maintain accurate control of “in house” operated parkades
Tenant Manager
- Deal with correspondence / interaction with tenants as required.
- Ensure that leases are timeously renewed and all vacant space is let and in a presentable state.
New Tenants
- Determination and recommendation of letting mandates (i.e. rental levels, installation cost etc.)
- Lease negotiation and maintenance of tenant relationships.
- Control of new leases and records of same
- Control / oversee new installations (through technical manager where appropriate) including:
- Premises design
- Negation/liaison/control with/of professionals and contractors
- Sign off acceptance of complete premise
Existing Tenants
- Renewal of Lease Agreement both direct and through Building Management where applicable
- Tenant liaison and public relations
- Control/arrangement of Centre promotions through merchants association/s or promotion committee/s
- Regular assessment of tenant’s turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties
Expense Control
- Check and authorise payment of accounts
- Authorise cleaning, consumables, electrical and general maintenance orders
- Control wage and salary allocation
- Control municipal payments and recoveries there against
- Ensuring cost effectiveness and performance of contractors
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.
PERFORMANCE MEASUREMENTS
- 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.
- Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.
- Building/s are well maintained and secure and meet the needs of the Company.
- Property operations are efficiently and cost effectively administered.
- Current and future Property needs are well planned and budgets are established and maintained.
- Effective business relations exist with vendors, contractors, and trade professionals.
QUALIFICATIONS
- Education/Certification: Matric
- Additional related maintenance and property management training preferred
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 organize, coordinate, and direct team activities
- Strong problem solving skills
- Good communications skills
- Able to use all related maintenance equipment and computer applications
Closing Date 08 August 2025
Method of Application
Use the link(s) below to apply on company website.
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