Current Opportunities at City Property Administration (Pty) Ltd

Description

• The purpose of the role is to present Sectional Title units to prospective tenants and deliver documents as and when required.

Facilitate the viewing of the units.

• Check the vacancy list.                                                                      
• Ensure that the keys for the vacant units are available.
• Ensure that the units are acceptable for occupation in terms of your own standards of acceptability. Where the occupation dates are future dated, ensure that a job card has been registered and take a copy of the job card to the viewing.
• Confirm appointments with tenants.                             
• Take the prospective tenants to view the units.                                        
• Advise the tenants of the amenities that are available in the surrounding areas.
• Complete the viewing form and submit to the Operations Manager.                               
• Provide assistance to the tenant in completing the application form (i.e. pre-screening).
• Deliver a high standard of Customer Service, striving for Customer Service excellence.
• Communicating with Tenants whose leases are coming up for renewal or who have given notice to vacate.
• Negotiating with Tenants to renew leases and retain business.
• Building positive relationships with Tenants.
• To assist the leasing team as required with leads, administration, and other tasks as necessary.
• Any other reasonable duties expected when required.

Ensure effective Time Management on delivering of documentation.

• Complete Time Sheets on a daily basis.
• Deliver letters of arears / statements / other documents within 24 (twenty-four) hours after receiving same.

Provide information regarding Clients versus deals done.              

• Receive and submit Tenant viewing forms for feedback on apartments.

Ensure a polite and professional attitude towards customers.

• Use proper Cellphone etiquette and ensure availability at all times.

Maintain the Company vehicle.              

• Keep vehicle neat and tidy at all times.
• Report any problems or damages of the vehicle to the Fleet Manager.                           
• Adhere to Company Vehicle Policy regarding abuse, speed limits etc.

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Job Purpose

• To provide administrative support to the Portfolio Manager and Sectional Title Property Managers.

Meetings and calendar coordination

• Proxies and nominations to be done timeously.
• Enquire from Sectional Title Property Managers (STPM) whether they will attend the body corporate meetings.
• Keep the STPM’s calendars up to date as meetings and building visits occur.
• Saving minutes of meetings as received.
• Discuss any major concerns of decisions made during the meeting with the Portfolio Manager.

Customer Service

• Following up and assisting Portfolio Manager and tenant with queries – cases to be followed up daily and notes to be made on system.
• Assisting Portfolio Manager with queries and liaise with Managing Agent.
• Liaising with the various service providers to clear all meters once a tenant vacates.
• Ensuring that parking is cancelled when the tenant has vacated.
• Assisting with water queries – liaise with the various service providers to assist the tenant.
• Handling all insurance claims – log the details and keep the Portfolio Manager informed of the progress.
• Disseminating information from the Managing Agents to the tenants.
• Issuing tenants with warning letters as and when received from the body corporate or managing agent. ensure that the conduct rules are CSOS stamped before loading a penalty fee.
• Updating the master list should a there be a change in managing agent or a service provider change.
• Ensuring that quality customer service is delivered to the tenant.
• Create and maintain a schedule that monitor insurance claims, building insurance, AGM’s, building evaluations, fire equipment etc.
• Assisting Levy Administrator when necessary.

Filing

• Filing of building financials i.e., levy rolls, maintenance plans, capital projects, legal reports etc.
• Updating of building files i.e., copy of AGM meeting minutes, insurance policies & schedules, body corporate rules, etc.

Working conditions:

• Mostly office based.  Limited travelling will be required.

Requirements
Qualifications & Experience:

• Matric qualification - Required
• 2-3 years’ administrative experience in property administration – Required

Skills & Knowledge Required:

MS Office:

• MS Word – Basic
• MS Excel – Intermediate
• MS Power Point – Basic
• Outlook  - Advanced
• Knowledge of Sectional Titles Act  

Personal Attributes

• Problem solving – find solutions -when there are complicated diary issues and multiple attendees.
• Reality testing – be objective.
• Impulse control – resist or delay impulse to act impulsively.
• Flexibility – adapting to a constantly changing environment.
• Stress tolerance – coping with stressful situations.
• Independence – be self-directed and be willing to ask questions and provide and receive input on the processes required to perform the assigned.
• Multitasking – dealing with several activities at a time, enjoy being given new tasks.
• Persistence – Not  leaving things unfinished.
• Rule following – adhere to rules and strictly follow work regulations.
• Attention to detail – focus on details, strive for perfection and be well organized.

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Description

• The purpose of the role is to provide administrative support to the Sectional Title Portfolio Managers, to reconcile monthly levy and utilities statements and ensure timeous payment thereof. To further ensure effective tenant recoveries of managing agent utilities charges.

Performing Administration functions. 

• Answer calls and taking messages.
• Receive post from Managing Agents and/or Body Corporates and give through to the Portfolio Manager for signature.
• Ensure timeous action on all Managing Agent notices, distributing the relevant Administrator for execution, i.e. notices re. Breach of house rules by tenants etc.
• VMSLK Deed Searches
• Provide support to Sectional Title Property Managers
• Attend Managing Agent meetings as and when required
• Ensure that all filing is done and stays up to date
• Ensure that the Global Outlook Calendar is updated daily
• Ensure that all STPM specific Customer Services Cases (CRM) is attended to as per CPA Standards and timeframes 

Levy Payments 

• Management of the e-mail address [email protected]
• Levy Administration and payments
• Processing billing; payments and related transactions
• Print and reconcile recurring payment instructions
• Manage recovery of all water and electricity expenses charged on levy statements
• Manage recovery of parking expenses charged on levy statements
• Manage recovery of other ad hoc expenses charged (i.e. repairs penalties)
• Raise and query outstanding levies and ad-hoc charges with Managing Agents
• Update and manage monthly income vs. levy reports
• Update and manage budget variance reports 

Financial 

• Ensure that all levies are paid in time and correct to avoid penalties
• Ensure that levies, and extra charges are correct and reconciled to previous month
• Ensure that all levies are paid up to date
• Ensure that all additional fines charged are correct or reversed in time for the next payment date.
• Ensure that levy to rent % is correct compared to budget
• Ensure that all water & parking raised by the Managing Agents are recovered from the tenants. Assist with tenant queries.

Customer Service 

• Recovery Queries from tenants resolved within acceptable timeframe
• Levy Account problems addressed with Managing Agents professionally and effectively
• Attend to CRM Cases within prescribed timeframes and conforming to CPA Standards Working conditions:
• Mostly Office Based. 

Requirements
Qualifications & Experience:

• Matric qualification required.
• 3 – 5 years administrative experience required.
• Levy Management experience advantageous 

Skills & Knowledge Required:
MS Office:

• MS Word – Intermediate
• MS Excel – Intermediate to Advanced
• MS Power Point – Basic
• MS Outlook – Intermediate
• Fluent Business English skills required (spoken/read/write)  

Personal
Attributes:

• Problem solving – find solutions when emotions are involved.
• Reality testing – be objective; see things as they really are.
• Impulse control – resist or delay impulse to act.
• Flexibility – adapting emotions, thoughts and behaviors.
• Stress tolerance – coping with stressful situation.
• Independence – be self-directed and free from emotional dependency.
• Multitasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.
• Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
• Rule following – adhere to rules and strictly follow work regulations.
• Attention to detail – focus on details, strive for perfection and be well organized.
• Innovation – creative and open-mindedness.

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Description

• The purpose of the role is to receive and allocate rentals and issue receipts. 

Ensure an accurately and efficiently process and record routine transactions for bank customers.

• Allocate monies to tenant and property accounts correctly and accurately.
• Issue receipts for the amount paid by the tenant after confirming the amount with the person paying.
• Process ad-hoc receipts accurately paying attention to detail.
• Accurately balance and bank takins daily.
• Achieve and maintain a good working relationship with internal, external customers and team members.

Perform general administration duties.

• Provide assistance to Banking Administrators.
• Keep filing up to date.

Requirements
Qualifications & Experience:

• Matric qualification required.
• Minimum 3 years’ cash handling experience with large volumes in a banking environment or a Central Cash Depot.
• Basic financial literacy required.

Skills & Knowledge Required:

MS Office:

• MS Word – Basic
• MS Excel – Basic
• Outlook – Basic
• Proficiency in English required.
• Proficiency in at least one African language required.  

Personal Attributes:

• Problem solving – find solutions when emotions are involved.
• Impulse control – resist or delay impulse to act.
• Flexibility – adapting emotions, thoughts and behaviors.
• Stress tolerance – coping with stressful situation.
• Interpersonal relationships – building mutually satisfying relationships.
• Empathy – understanding & appreciating how others feel.
• Independence – be self-directed and free from emotional dependency.
• Social confidence – be self-assured and at ease with people in all types of social situations.
• Teamwork – cooperation with others, good-natured attitude and encouraging people.
• Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
• Rule following – adhere to rules and strictly follow work regulations.
• Attention to detail – focus on details, strive for perfection and be well organized.
• Planning – enjoy making detailed plans and long-terms plans.

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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.
• 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 approve changes to outsourced services and staff compliment (security guards, building staff, cleaners, rubbish removal changes, etc.) to achieve optimal financial and operational performance.
• Ensure stock controls are implemented, maintained and monitored on a monthly basis.
• 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).
• Guide Leasing 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 in order 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.
• Improve communication 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.

Requirements
Qualifications & Experience:

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

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 data, interrogate solutions and use logic to address issues and problems.
• Persuasion – negotiating, selling, persuading people.
• 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 data, interrogate solutions and use logic to address issues and problems.
• Persuasion – negotiating, selling, persuading people.

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Description

• The purpose of the job is to manage and provide oversight to the Commercial Office Sector Leasing Department to ensure that vacancies are reduced, income is improved, quality service is maintained, and that all leasing activity remains compliant to company processes and policies. The role is secondly responsible to build and upskill a highly effective and performing office sector leasing team.

Concluding new deals and renewals

• Ensure that all Leasing processes are executed timeously and accurately and in line with leasing policies, standards and controls.
• Ensure that all standard Leasing documents, letters and templates are current, maintained, used and filed in line with leasing processes, controls and required audit trails.
• Ensure the quality and accuracy of deals and documentation are reviewed, approved and meet required legal terms, standards and turnaround times.
• Achieve leasing targets by concluding new deals, reducing vacancies and retaining current tenants.
• Oversee and guide the leasing team to ensure that all set targets, conversion rates and income are achieved according to the leasing strategy.
• Ensure that all leasing enquiries are appropriately directed to suitable vacant premises and suitable leasing agents.
• Ensure that the team actively source new deals (Cold calling, Canvassing, walking the streets, visiting existing operations).
• Ensure deals are done at most beneficial terms and conditions to the Landlord.
• Ensure the team have familiarized themselves with all vacant premises to be let. Coordinate with the Commercial Property Management team to ensure effective and accurate management of the vacancy and deals done lists.
• Manage the relationship with clients to ensure ongoing business.
• Management of Freshdesk and walk-in prospective tenant leads by ensuring the team are continuously updating the status of the leads. Ensure agreed SLA targets are met and escalated tenant enquiries are being successfully resolved.
• Enhance all Broker relationships and manage Broker related processes.
• Manage and allocate focused vacancies as per leasing strategy to achieve agreed income and outcomes.
• Initiate, participate and contribute to marketing ideas and campaigns to promote letting of vacant premises.
• Liaising between customers and cross-functional internal teams to ensure the timely and successful delivery of our premises according to the agreed specifications.
• Actively research and investigate market trends and opportunities.

Perform financial tasks and duties associated with the role.

• Contribute to annual setting and agreement of leasing strategy.
• Prepare monthly leasing reports and report-back at various forums on performance and progress.
• Annual Budget preparation and contribution to income targets and strategic KPI’s.

Manage all subordinates to meet required performance standards.

• Accomplish Department objectives by managing, planning and evaluating Department activities and performance.
• Plan, direct and oversee the operations of the leasing Department to ensure sustained expected performance levels.
• Review performance of individual leasing agents and develop, mentor and upskill team members where required.
• Ensure succession in terms of leasing skills and resources are established.
• Establish a well-structured and resourced team to ensure leasing strategy and targets are met or exceeded.
• Management of a highly effective team, which will include performance management, development, training and poor performance programmes and policies.
• Consciously create a workforce culture that is consistent with the overall culture of CPA and that emphasizes the identified mission, vision, values of the organization.  

Customer service and Stakeholder engagement.

• Maintain quality service by enforcing quality and customer service standards; analyzing and resolving quality and customer service problems and recommend improvements.
• Ensure that the team are providing high quality customer service levels by managing the enquiries in a prompt manner. 
• Respond to all client communications or queries in a professional, timeous manner.
• Collect and communicate customer requirements to all necessary departments.
• Maintain client relations to build excellent reputation for service and to produce repeat business.
• Mentor and coach leasing agents in interaction with prospective tenants to achieve excellent customer service and conclusion of successful deals.
• Promote and provide excellent customer service, communication and teamwork to internal stakeholders.

Requirements
Qualifications & Experience:

• Marketing and Sales related/ business/property-related qualification is required.
• Estate Agencies Affairs Board Competency Certificate (NQF Level 4) or Fidelity Fund Certificate required.
• 5 years’ experience in a leasing managerial role.

Skills & Knowledge Required:

• Networking and Communication skills (written and verbal).
• Customer Service orientated.
• Financial and Business acumen.
• Administrative skills.
• Property Management knowledge preferred.

MS Office:

• MS Word – Intermediate
• MS Excel – Intermediate
• MS Outlook – Basic  

Personal Attributes:

• Problem solving – find solutions when emotions are involved, be objective, flexible, resist impulsive behavior/decision making and see things are they really are. Analytical ability and use of information/logic to solve problems.
• Stress tolerance – coping with stressful situation and being able to multi-task.
• Interpersonal relationships – building mutually satisfying relationships.
• Leadership – willingness to lead, take charge of situations, offer opinions and directions to others. Be self-directed and free from emotional dependency.
• Social confidence – be self-assured and at ease with people in all types of social situations.
• Persuasion – negotiating, selling, influencing and attempting to persuade people or
• Teamwork – cooperation with others, good-natured attitude and encouraging people.
• Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
• Attention to detail – focus on details, strive for perfection and be well organized.
• Innovation – creative and open-mindedness.