Fresh Jobs at City Property Administration (Pty) Ltd

Facilitate prospective tenants with the lease application process

• Send out vacancy list and application forms to the prospective tenants.
• Facilitate the viewing of the building between the prospective tenant and Building Manager.
• Ensure application forms are completed in full and accurately and that all relevant supporting documents are attached before submitting for processing.
• Regular follow-ups and feedback regarding applications to the prospective tenants.
• Regularly update CRM Notes on MDA with all communication with prospective tenants.
• Create application on the Tenant Acquisition System and submit for full processing.
• On approval of applications inform tenants of the lease fees payable to secure unit as well as other fees payable before final signing off lease agreement can be done.
• Confirm receipt of all upfront payments are received and attach proof to supporting documentation.
• Ensure generated lease documents are explained and clearly understood by tenant before signing all documents as required.
• Submit signed lease agreements and supporting documents to Residential Admin within agreed turnaround time.
• Escalate any special applications to the Residential Leasing and Admin Manager for review and decision making.
• Updating the final notes on MDA CRM and send for completion to Call Centre Supervisor to ensure that targeted turnaround times for case completion are met.

Achieve monthly targets

• Contribute toward the total number of deals done in line with set monthly targets (both critical, non-critical and project units) to maintain and/or improve the set vacancy percentage.
• Achieve targeted conversion rate on cases received per month.
• Ensure that Error Rates with regards to application packs are kept within the agreed margins. Customer Service Attend to Customer polite and professional way always providing the correct information telephonically as well as personally.
• Deal with irate customers professionally and calmly.
• Ensure effective telephone communication.
• Build positive relationships with customers over the phone. Working conditions:
• Office Based.  Own transport is not required. 

Requirements
Qualifications & Experience:

• Matric qualification required.
• FETC: Real Estate, NQF Level 4.
• Call Centre related qualification is preferred.

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Compile a complete budget for the portfolio allocated.

• Consult with all relevant departments i.e., Leasing, Repairs and Maintenance, etc., in order to compile a budget.
• Analyze the budgets to ensure that they are complete and reasonable in comparison to prior or current years.
• Ensure that the budget is in the correct format and uploaded correctly. 

Perform an accounting function by processing journal entries and compiling monthly management packs

• Review the entire General Ledger for each property for completeness and accuracy.
• Perform month and year-end procedures, e.g., raise accruals and prepayments, provide for depreciation/amortization, bad debts provisions, R&M WIP provisions, etc.
• Understand and prepare VAT apportionment journals for mixed and residential buildings.
• Reconcile general ledger accounts, e.g., fixed assets, investment property, lease & tenant installation costs, etc. to supporting schedules.
• Obtain reasons for variances between the budgets and actuals from relevant stakeholders.
• Updating of monthly budget forecast.
• Attend each Portfolio meeting and provide assistance/information to portfolio managers and property managers to enable them to perform their function efficiently.
• Prepare and present monthly stakeholder packs for portfolio meeting.
• Maintain the monthly working papers where applicable.
• Prepare adjustment accounts on sale of properties.

Interim period & year end preparation

• Calculate the current and the deferred tax calculation, when required.
• Assist to perform property valuations (Annually). Perform comparison to external valuations and resolve differences.
• Draft financial statements using Caseware/Draftworx (annually).
• Review the financial statements for accuracy.
• Assist in generating the relevant reports to enable disclosures in the financial statements/integrated report.Preparation for the annual audit Prepare the working papers required for the annual audit.
• Attend to Auditor’s questions and queries during the audit.
• Correction of opening balances after audited financial journals have been done.
• Drafting of annual financial statements.

Attend to all taxes and VAT requirements during the year

• Complete calculations of provisional taxes.
• Submit the tax returns for provisional taxes.
• Complete the final tax return and make the necessary payments.
• Attend to all tax queries received from SARS within the prescribed timelines.
• Prepare and submit monthly VAT returns.
• Where the VAT Administrator compiles the returns, review the work conducted by the VAT Administrator, and ensure that the VAT return reconciles to the General Ledger and investigate any differences.

Qualifications & Experience:

• BCOM Financial degree with major in accounting required.
• Completed Articles at an Audit Firm or Accounting Firm (SAICA, SAIPA) required. 
• Experience in management accounting, i.e., budgeting, monthly management accounts, forecasting required. 
• Experience in Property and investments will be an advantage. 

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Surveying

• Survey buildings on-site (Re-measurement of Commercial, Residential & Industrial sites).
• Generate CAD drawing files from site sketches.
• Calculate rentable area from CAD drawings and ensure accuracy.
• Tidy up drawings, add titles, notes and sizes and plot drawings onto a formal CPA title block.
• Effectively manage internal requests received through the centralised mailbox.

Verification

• Verify the layout of buildings on-site against existing plans.
• Update existing CAD drawings from site sketches and recalculate rentable areas.
• Allocate and measure usable areas on office plans (CAD).
• Calculate rentable areas from CAD per the SAPOA method.
• Compile a neat rentable area sheet for updating MDA.
• Generate leasing plans for leasing purposes.

Admin & Soft Skills

Ensuring accuracy and completeness of all measurements and calculations.

• Attention to detail and accessibility to complete work on internal public folders.
• Indexing and filing of building correspondence on the shared drive for use by internal staff.
• Building and maintaining relationships with colleagues.
• Assist with council-related requests, e.g., obtaining approved plans.

Ad hoc

• Pro-actively assist in drafting/updating drawings for office extension, building revamps, etc..
•  Train and mentor other staff in the department as needed.
•  Assist the OHS officer with health and safety drawings

Qualifications & Experience:

•  Matric qualification required.
• 2 years’ experience in office administration required.
• A post-school qualification in AutoCAD is required.
• Post-school certificate in Architecture preferred.
• Code 08: Driver's License required.

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Oversee Leasing

• Increase the revenue base of allocated sub-portfolio by overseeing new deals and expanding existing tenants.
• Achieve budgeted renewal increase targets.
• Ensure that renewals are completed before the expiry date.
• Manage monthly/ indefinite tenants according to agreed targets.
• Increase year on year tenant retention.
• Ensure that tenants adhere to the terms and conditions of the lease agreement, and where a tenant is in breach, implement actioned deemed appropriate under the circumstances.
• Ensure accuracy of documentation when preparing leases.
• Ensure that vacating tenants are vacated timeously both physically and on MDA.
• Ensure that vacate inspections and any reinstatements are finalised within set time frames.
• Ensure that vacant units are in lettable condition.
• Build and maintain relationships with tenant base.

Management of designated Property Portfolio

• Upgrade pre-agreed tenants to CPA standard.
• Maintain the quality of buildings and, where required, improve the quality of pre-agreed buildings through effective maintenance applications.
• Where necessary, propose buildings for project upgrades and, where approved, participate in site meetings as required by the Project Manager.
• Be knowledgeable of the status of any projects which may be ongoing in the allocated sub-portfolio.
• Conduct regular building visits (minimum bi-weekly).
• Complete and submit all relevant reports timeously (building visits, pre-budget, Qlikview etc.)
• Assist Credit Controller in managing arrears.
• Participate in the annual budgeting process for allocated sub-portfolio.
• Manage expenses and achieve budgeted Net Property Income targets.
• Prepare for, attend, and participate in meetings with superiors to report on various Property Management and Leasing functions.
• Develop building staff and ensure application of relevant HR and other appropriate policies.
• Attend to any administrative tasks which may be required to fulfill Property Management function.

Provide efficient and effective customer service

• Address all internal and external customer queries effectively and professionally (whether such queries are logged on to the CRM or not).
• Communicate effectively and professionally with all internal and external customers.
• Achieve and maintain a good working relationship with immediate team as well as broader CPA team members.
• Contribution towards community building.

Qualifications & Experience:

• 3-year business and/or property related qualification preferred.
• Estate Agencies Affairs Board Competency Certificate (NQF Level 4) required.
• 3 years of property management experience preferred.
• Driver’s license required.

go to method of application »

Oversee Leasing

• Increase the revenue base of allocated sub-portfolio by overseeing new deals and expanding existing tenants.
• Achieve budgeted renewal increase targets.
• Ensure that renewals are completed before the expiry date.
• Manage monthly/ indefinite tenants according to agreed targets.
• Increase year on year tenant retention.
• Ensure that tenants adhere to the terms and conditions of the lease agreement, and where a tenant is in breach, implement actioned deemed appropriate under the circumstances.
• Ensure accuracy of documentation when preparing leases.
• Ensure that vacating tenants are vacated timeously both physically and on MDA.
• Ensure that vacate inspections and any reinstatements are finalised within set time frames.
• Ensure that vacant units are in lettable condition.
• Build and maintain relationships with tenant base.

Management of designated Property Portfolio

• Upgrade pre-agreed tenants to CPA standard.
• Maintain the quality of buildings and, where required, improve the quality of pre-agreed buildings through effective maintenance applications.
• Where necessary, propose buildings for project upgrades and, where approved, participate in site meetings as required by the Project Manager.
• Be knowledgeable of the status of any projects which may be ongoing in the allocated sub-portfolio.
• Conduct regular building visits (minimum bi-weekly).
• Complete and submit all relevant reports timeously (building visits, pre-budget, Qlikview etc.)
• Assist Credit Controller in managing arrears.
• Participate in the annual budgeting process for allocated sub-portfolio.
• Manage expenses and achieve budgeted Net Property Income targets.
• Prepare for, attend, and participate in meetings with superiors to report on various Property Management and Leasing functions.
• Develop building staff and ensure application of relevant HR and other appropriate policies.
• Attend to any administrative tasks which may be required to fulfill Property Management function.

Provide efficient and effective customer service

• Address all internal and external customer queries effectively and professionally (whether such queries are logged on to the CRM or not).
• Communicate effectively and professionally with all internal and external customers.
• Achieve and maintain a good working relationship with immediate team as well as broader CPA team members.
• Contribution towards community building.

Qualifications & Experience:

• 3-year business and/or property related qualification preferred.
• Estate Agencies Affairs Board Competency Certificate (NQF Level 4) required.
• 3 years of property management experience preferred.
• Driver’s license required.