Current Opportunities at City Property Administration (Pty) Ltd

Description
Key Performance Areas (KPA’s) Key Performance Indicators (KPI’s)

Perform / oversee maintenance of the buildings.

• Minor plumbing repairs as required.
• Conduct minor electrical repairs
• Painting, general maintenance
• Conduct ad-hoc inspections on a monthly basis and inform the Property Manager of the repairs required.
• Engage with contractors to ensure that the jobs issued are attended to in a satisfactory manner and complete the contractor slip
• Ensure that all operational equipment (i.e. lifts, fire equipment, pumps) in the building is functional and serviced.
• Report any operational matters to the Property Manager at all times.
• Ensure that the general cleanliness and upkeep of the building is at acceptable standards at all times.

Perform administrative functions.

• Conduct defect inspections together with the tenant when occupation is taken and complete the relevant paperwork.
• Conduct a clearance (Vacate Inspection) together with the tenant when the premises is vacated and complete relevant paperwork.
• Activating and de-activating access tags if required.
• Ensure that all the work in progress (as per the monitor jobs that are issued on a monthly basis) are conducted and communicate with the Property Manager with regards to outstanding work.
• Verifying that actual occupancy at the building agrees to the tenancy schedule (including parking)
• Deliver communication to the tenants (e.g. vacate notices, increase letters, renewal letters). 
• Submission of monthly inspection reports.

Requirements
Skills & Knowledge Required:

• Basic knowledge of painting, plumbing and electrical work.
• Knowledge of building management.
• Good communication skills.

MS OFFICE:

• MS Word- Basic
• MS Outlook - Basic

Personal Attributes:

• Problem solving – find solutions when required.
• Reality testing – be objective; see things as they really are.
• Impulse control – resist or delay impulse to act.
• Flexibility – adapting emotions, thoughts and behaviors.
• Interpersonal relationships – building mutually beneficial relationships.
• Empathy – understanding & appreciating how others feel.
• Independence – be self-directed.
• Persuasion – negotiating, selling, influencing and attempting to persuade people.
• Multitasking – dealing with several activities at a time, able to handle new tasks before others have been completed.
• Teamwork – cooperation with others, good-natured attitude and encouraging people.
• Persistence – seeing tasks to completion, 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 organised.
• Innovation – creative and open-mindedness.

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Description

• The purpose of the role is to perform general administration and support to the Portfolio Manager: Retail Operations and Retail department and to ensure portfolio administration is managed effectively.

General Functions

• Manage day to day administration for Portfolio Manager: Retail Operations (PFMRO) and assistance to Centre Managers (CMs)
• Basic office filing, copying, and scanning: COC’s, biometric reports, monthly reports, meeting agenda and minutes etc
• Preparing, receiving, and distributing stationary orders
• Replenishing staff refreshments
• Roaming office calls: taking messages

Administrative Functions

• Preparation / typing of agendas, minute taking and timeous distribution for PFMRO meetings and Shopping Centre meetings packs
• Petty cash capturing for CMs
• Managing Retail template documentation on I drive
• Assist with typing of tenant correspondence as drafted by CMs
• Updating tenant and store manager contact details
• Updating utility (gas/water/elec.) meter numbers provided by CM/Maintenance Manager/Building Manager
• Parking leases: assist with parking administration / preparing and managing waiting list
• Exhibitions: preparing leases and instructions, assist with bookings and locations
• Fixed contracts: preparing contracts and cancellations
• Yearly budgets: Assisting PFMRO and CMs with budgets preparations
• Income statement monthly expense detail on fixed monthly contracts only (variances)
• Ordering of window wrapping for vacant offices
• Recordkeeping of insurance claims
• Audits of refuse removal rates, recoveries related to HVAC, generator, and equipment maintenance (variances)
• Follow up of outstanding supplier invoices
• Obtaining cancellation confirmation for suppliers
• Assist with RFI manual job card documentation
• Forward vacate inspections to Data Management Department and Credit Controller
• Entry inspections form managing / filing
• Customer case reports for PFMRO
• Recordkeeping of monthly inspection reports and providing reports to internal auditors
• Assist with logging emergency jobs only

Working conditions:

• Office Based.

Requirements

Qualifications & Experience:

• Matric - Required
• Administrative related qualifications - Preferred
• At least 2 years’ experience in an administrative role - Required
• Experience in Property and/or retail industry - Preferred

Skills & Knowledge Required:

• Good verbal and written communication skills required
• Good administrative and skills required
• Minute taking skills required

MS Office:

• MS Word – Basic
• Excel – Intermediate
• Outlook – Basic
• Knowledge of basic credit control / lease agreement / utilities - Preferred
• Knowledge of MDA System - Preferred

Personal Attributes:

• Problem solving – find solutions when emotions are involved.
• Reality testing – be objective; see things as they really are.
• Flexibility – adapting emotions, thoughts and behaviors.
• Stress tolerance – coping with stressful situation.
• Interpersonal relationships – building mutually satisfying relationships.
• 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.
• 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 reconcile vacated tenant accounts accurately and in the required time frame to ensure the tenants are refunded correctly and on time.  The role is also responsible for the correct adjustment to tenant accounts based on requests received from Property Management and Credit Control.  Lastly the role is responsible for clearing ex-tenant accounts with credit balances.

Adjustments to Tenant Accounts.

• Generate instructions (multi, single or CSV) to Data Capturers from RFI’s received once the account has been reconciled to ensure that the request is relevant.
• Generate instructions to charge LMR to tenant accounts as per schedule received from Utility specialist.
• Generate instructions to transfer deposits to rental accounts as per Tenant Diaries received from Supervisors.
• Prepare instruction to charge repairs to tenant accounts as per Vacate inspections received from Property Managers.
• Ensure that RFI’s are signed off by the correct parties and that the correct supporting documentation is attached.
• Ensure that Notice of Cancellation, Amendments and Re- instatements have been signed by the relevant parties.
• Ensure that Edit Tenant notes re the above have been updated on MDA.
• Check Consent to Transfer form to ensure that banking details on MDA are correct.

Finalizing Tenant Accounts.

• Calculate interest on deposit and credit to tenant accounts for vacating tenants.
• Reconcile tenant accounts and ensure that tenants have been charged correctly from start of lease.
• Ensure that final reconciliation and Vacate inspection is sent to FBI for tenants with a debit balance.
• Ensure that there are no job cards outstanding.
• If the tenant has another account with City Property ensure that the correct Consent to Transfer form is obtained and the refund transferred to the new account.
• Complete the refund sheet and ensure that it balances with tenant’s account on MDA.
• Send refund pack to Portfolio and Property Manager to be signed as per SODA.
• Ensure that refunds are returned timeously from Portfolio and Property Managers and sent to Creditors to process the refund to the tenant. Clearing Ex- Tenant credit balances.

Inform Credit Control of incorrectly allocated receipts.

• Reconcile tenant accounts to determine balance and do necessary corrections to clear balance.
• Resolve queries on accounts before month- end.
• Ensure that all accounts with a vacate date older than three months have been cleared.

General administration.

• Ensure that instruction lists and Instruction lists on Excel are kept up to date.
• Accuracy of correspondence.
• Timeous feedback on Tenant Diaries and Ex-Tenant lists.

Attend to additional duties as allocated:

• Assist with training of new employees (Internal and from other departments).
• Assist with incoming work when a team member is on leave/ off sick.

Working conditions:

• Mostly office based

Requirements
Qualifications & Experience:

• Matric required with accounting as a subject.
• 2 years’ experience in an account environment preferable.

Skills & Knowledge Required:

• Word – Intermediate
• MDA – Basic
• Outlook - Basic
• Excel – Basic  

Personal Attributes:

• Problem solving – find solutions when emotions are involved.
• Reality testing – be objective; see things as they really are.
• Flexibility – adapting emotions, thoughts and behaviors.
• Stress tolerance – coping with stressful situation.
• Interpersonal relationships – building mutually satisfying relationships.
• Independence – be self-directed and free from emotional dependency.
• Assertiveness – communicating feelings and beliefs; being non-offensive.
• Social confidence – be self-assured and at ease with people in all types of social situations.
• Multitasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.
• 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.
• Analytical thinking – like solving complex problems, carefully analyze information and use logic to address issues and problems.

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Description

• The purpose of the role is to supervise the Data Capturers to ensure that all turnaround times are met while accuracy and quality of work are maintained.

Ensure the agreed upon turnaround times for the Data Captures are met.

• Monitor the received date on all documentation received to ensure that it is processed within the correct turnaround time.
• Manage the different turnaround times for commercial, residential, and parking leases as well as instructions (Multi, single and CSV) to ensure that it is processed by the due date.
• Ensure that tenant receipts, debit orders and Payments are emailed to Banking.
• Ensure that the Data Capturers reconcile tenant deposit lists.
• Ensure that repairs and maintenance batches are posted daily.

Manage the quality of the various outputs of the Data Capturers.

• Ensure that the agreed level of accuracy for Data Capturers is maintained and where possible ensure that improvement happens.
• Ensure that all leases and instructions that are captured are date stamped and signed.
• Ensure that all documents that are processed were authorized correctly as per the SODA.
• Ensure that the query register is completed for all documentation leaving the department and updated when query documents are returned.
• Ensure that transactions are captured in the correct financial period.
• Ensure that correct tenant codes, transaction codes and VAT codes are used.
• Prepare instructions to correct errors reported by other departments.

Prepare Monthly Management reports on department statistics

• Analyze residential and commercial control sheets, query registers, error reports and data capturing stats to determine performance of the Data Capturers.
• Prepare and submit monthly reports on the performance of the Data Capturers to the Head of Business Systems.

Provide support and guidance to the Data Capturers

• Ensure that the team follows the company policies and procedures.
• Compile and conduct monthly performance ratings in preparation for the bi-annual Performance Reviews.
• Improve teamwork to ensure that workflow is consistent.
• Provide training and coaching to new and existing team members where needed.
• Ensure Head of Business Systemsis consulted with regards to staff problems.
• Monitor and manage the team’s workload efficiently by distributing daily work equally and report any problems to the Head of Business Systems.
• Provide support to the Head of Business Systems to entrench the City Property culture and strategy into the team.
• Build relationships with Administrators, staff, management and other stakeholders. General 1.      Provide training of other staff as and when required.
• Ensure that all leases are sent to FBI once captured and reviewed.
• Update of “Leases Received Late” on relevant spreadsheet for commercial, residential and parking leases.
• Review and comment on the monthly Activity Audit Report.
• Review, comment and follow-up with other departments regarding leases not received for processing report.
• Assist with internal queries coming from other departments if and when required.

Working conditions:

• Office Based with no travelling required.

Requirements
Qualifications & Experience:

Matric Qualification required.

• 2 years’ experience in a data capturing environment required.
• 1 year supervisory experience required.
• Basic accounting experience required.

Skills & Knowledge Required: 

• Extensive knowledge of company processes.
• Advanced knowledge of MDA required.

Microsoft Office:

• MS Excel- Intermediate
• MS Word- Basic
• MS Outlook- Basic
• MS PowerPoint - Intermediate  

Personal
Attributes:

• Flexibility – adapting emotions, thoughts and behaviors.
• Stress tolerance – coping with stressful situation.
• Interpersonal relationships – building mutually satisfying relationships.
• Leadership – willingness to lead, take charge of situations, offer opinions and directions to others.
• Multitasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.
• Teamwork – cooperation with others, good-natured attitude and encouraging people.
• Rule following – adhere to rules and strictly follow work regulations.
• Attention to detail – focus on details, strive for perfection and be well organized.