Fresh Jobs at Excellerate JHI

About the role

• This role is a combination of debtors' administration, leasing administration functions, receptionist and support functions as required in centre management environment, including working weekend shift on a Saturday. To establish and maintain effective support services for property management functions, primarily in administering and assisting in reports.

What you will bring

Inherent requirements for the position (non-negotiable)

• Minimum Grade 12 with Accountancy as subject.
• At least 2 years of experience in a similar role within a commercial property management environment, demonstrating practical expertise in the field.
• Familiarity with relevant legal and regulatory requirements, including FICA and POPIA and other applicable data protection laws, to ensure compliance in all administrative tasks.
• Understanding of financial principles and practices related to commission calculations, turnover reports, and invoice processing.
• Skilled in preparing and reviewing various types of documentation, including lease agreements, cession documents, and commission claims, and producing accurate reports.

Additional demonstrable requirements:

• Proficient typing abilities for efficient document handling.
• Advanced skills in MS Office, and property contract creation systems, example SAP or MDA.
• Effective communication skills over the phone.
• Strong organizational and administrative capabilities.
• Clear and effective verbal and written communication.

What you will be doing

Clearing Credits:

• Clearing to be done on all credits and payments on a daily basis after confirmation from tenant what has been short paid or via remittance.

Credit Balances:

• Refund of deposits and interest after all ad hoc costs are recovered.
• Investigation of all other credit balances and correction or refund thereof.
• Investigation and collection of all amounts >120 days.

Reporting:

• Monthly Cash Flow reporting, ensuring that each tenant has a comment and follow up date with reaction.
• Internal and External Audit Report investigations and feedback.
• Quarterly and Annual Book year end reporting.

Collections:

• Telephonic Collections and Follow up.
• Detailed comments on each case.
• Fax statements and invoices where needed.
• Bank allocation and journals to correct payments. Reconciliations where disputes exist and fax information through to tenants.
• Final demand letters .
• Recommendation to summons.
• Update data (Addresses and contact details) and Data Integrity.
• Follow up of unpaid cheque and debit orders and letters to clients.
• Interpretation and suggestion of down payments and follow up in writing..
• Interest on arrear rental – control.
• Recommendation of summons of tenants more than 2 months outstanding  
• Follow up of all outstanding matters .
• Communication to Client Manager and tenant admin on disputes after investigating of the original lease agreement and account

Lease Administration:

• New Deals: Oversee contract creation, coordinate with brokers and the FIC Department, prepare commission calculations and lease packs, and manage cession and cancellation agreements.
• Renewals: Initiate and manage lease renewal processes, liaise with tenants, conduct credit vetting, prepare KYC risk ratings, and handle deposits and additional FICA documents.
• Tenant Administration: Update tenant data on MDA, manage cover letters and tenant files, track and load monthly turnover figures, handle tenant queries, and prepare various lease-related documents and reports.
• Data Integrity: Ensure completeness and accuracy of lease documentation, including contracts, sureties, bank guarantees, and FICA documents. Maintain document tracking, process adjustments, and manage tenant vacating procedures.
• Tenant and Public Liaison: Coordinate with meter reading companies, address tenant account and invoice queries, validate and process broker invoices, and respond to audit queries. Handle bank guarantees and ensure timely payments.
• Internal Liaison: Communicate with internal staff on tenant issues, facilitate key handovers and pre-reinstatement inspections, and assist with space management and municipal bill processing.
• In this role, you will be integral to maintaining efficient lease administration, ensuring data accuracy, and fostering strong tenant and internal relationships.

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About the role

• We are looking for a proactive Lease Administrator to join our team where you will be instrumental in managing the lease agreement administration processes, including new deals, renewals and tenant administration. If you have a meticulous approach to property management and a dedication to maintaining operational excellence, we encourage you to apply.

What you will bring

Inherent requirements for the position (non-negotiable)

• Minimum Grade 12
• At least 3 years relevant experience, including direct client interfacing and comprehensive administrative support.
• Knowledge of the commercial leasing process and documentation
• Additional demonstrable requirements:
• Proficiency in MS Office – Excel, Word, Outlook.
• Proficiency in property management systems, example SAP, MDA, specifically contract creation.
• Proficiency in financial aspects such as the financial implications of lease terms (e.g., security deposits, rent increases, service charges).
• Strong telephone etiquette
• Excellent administrative and organizational abilities.
• Effective verbal and written communication skills for interacting with landlords, tenants, legal professionals, and other stakeholders involved in lease administration.
• Ability to maintain accurate lease records, documentation of communications, and adherence to document retention policies as per legal requirements.
• Working knowledge of the Financial Intelligence Centre Act (FIC Act)

What you will be doing

In this role you will play a pivotal role in managing lease administration processes. If you thrive in a detail-oriented environment, excel at communication and organization, and have a keen interest in real estate administration, this opportunity is perfect for you. The main responsibilities will include:

• Managing New Lease Deals: You'll oversee the creation and processing of new lease agreements, ensuring accuracy and compliance with legal standards.
• Handling Lease Renewals: Initiate and manage the renewal process in advance of lease expirations, ensuring timely completion of all required paperwork.
• Tenant Administration: Draft cover letters for lease agreements and maintain organized tenant files, ensuring all documents are properly filed and easily accessible.
• Ensuring Data Integrity: Track and follow up on all essential documents and securities related to leases, ensuring completeness and compliance.
• Tenant and Public Interaction: Serve as a point of contact for tenant inquiries and complaints, ensuring timely resolution or escalation as needed.
• Internal Collaboration: Work closely with internal teams to address tenant queries efficiently and support seamless lease administration processes.

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About the role

• We are seeking an Operations Manager to manage inspection of buildings, management and control of service- and maintenance contractors, management and control of tenant installations and execution of building relevant activities as predetermined by Property Manager and Centre Manager

What you will bring
Inherent requirements for the position (non-negotiable)

• Minimum Grade 12 qualification
• Between 3 – 5 years of relevant experience in Facilities or Operations Management
• Electrical, mechanical, or construction background, as well as technical skills
• Experience in overseeing daily operations and coordinating team efforts.

Additional demonstrable requirements:

• Proficiency in computer applications including MS Office (Excel, Word, Powerpoint), as well as business systems such as SAP.
• Awareness and implementation of quality standards.
• Basic contract management abilities.
• Proven experience in managing and maintaining service level agreements (SLAs) with vendors and service providers.
• Working knowledge and understanding of lease conditions.
• Administration principles and reporting expertise.
• Understanding of cost budgeting and control.
• Working knowledge of statutory requirements, including the Occupational Health and Safety Act.
• Excellent communication skills (verbal and written)
• Proficiency in basic numeracy skills

What you will be doing

In this role, you will lead efforts in budgeting and expense control, building management and administration, facilities maintenance, and tenant installations. Some of the most important tasks include the following:

Budgeting & Expense Control: 

• Input on annual expense budget
• Control Monthly expense budget
• Manage & Create purchase orders on system
• Maintain stock register
• Manage & Issue work orders

Building Management & Administration:

• Manage and execute emergency and running maintenance
• Manage aspects like cleaning, security and allocation of building sites.
• Housekeeping inspections in accordance with inspection programme
• Reinstatement inspections
• Vacancy inspections
• CAD vs vacant space inspections
• Building inventory
• Monitoring of adherence to house rules and reporting transgression of User Clause
• Key Control
• Issue parking access permits & Auditing of access permits
• Energy Management (including meter readings) & Municipal Accounts (including electrical recoveries)
• Liaise with internal and external parties on aspects of good housekeeping
• Attend to logged calls
• Register feet-counts in shopping centers daily (Rental only)
• Populate and update on records
• Risk Management, example access control
• Implementation of emergency plans
• Implementation & Monitoring of statutory requirements
• Coordinating and processing Public Liability and Property Damage Claims
• Coordinating and Chairing OHSA Meetings

Tenant Installations, Revamps & Upgrades:

• Act as on-site project manager
• Manage smaller TI as well as smaller projects, including specifications
• Project Management of Revamps and Upgrading in conjunction with Centre / Property Manager

People Management:

• Performance Management;
• Training & Development

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Summary:

• As a Recruitment Consultant specializing in the property industry, you will play a pivotal role in sourcing, screening, and placing top talent within the sector. Your primary responsibility will be to understand the specific needs of our clients and match them with qualified candidates. In addition to recruitment activities, you will also be involved in various other duties such as market research, client relationship management, and industry networking. The ideal candidate will possess in-depth knowledge of the property industry, exceptional communication skills, and a proven track record in recruitment.

Scope:

• The Recruitment Consultant role in the property industry encompasses a wide range of responsibilities, from candidate sourcing and placement to client relationship management and market analysis. With a focus on understanding the unique needs of clients and candidates within the property sector, the role requires a combination of industry knowledge, recruitment expertise, and strong interpersonal skills. Additionally, there are opportunities for involvement in business development, training, and compliance activities to support the overall success of the recruitment.

 Key Responsibilities:

Candidate Sourcing and Screening:

• Utilize various sourcing methods to attract potential candidates, including job boards, social media, networking events, and referrals.
• Screen resumes and conduct initial interviews to assess candidate qualifications, skills, and cultural fit.
• Vetting candidates and conducting thorough background checks.
• Build and maintain a pipeline of qualified candidates for current and future job openings.

Client Relationship Management:

• Develop and maintain strong relationships with clients in the property industry, including Internal and external clients / line managers / stakeholders / executives.
• Understand clients' hiring needs and provide them with tailored recruitment solutions.
• Act as a trusted advisor to clients, offering insights on market trends, salary benchmarks, and talent availability.

Placement and Follow-up:

• Facilitate the interview process between clients and candidates, coordinating schedules and providing feedback.
• Negotiate job offers and assist in the placement of candidates into suitable roles.
• Conduct follow-up communication with both clients and candidates to ensure satisfaction and facilitate a smooth onboarding process.

Market Research and Analysis:

• Stay informed about trends, developments, and challenges within the property industry.
• Conduct market research to identify emerging talent pools, competitor activity, and industry best practices.
• Provide regular reports and updates to internal stakeholders on market conditions and recruitment metrics.

Key Performance Indicators (KPIs):

• Number of qualified candidates sourced and placed within specified timeframes.
• Client satisfaction ratings and feedback on recruitment services provided.
• Time-to-fill metrics for open positions within the property industry.
• Revenue generated from successful placements and client retention rates.
• Contribution to team targets and overall business objectives.

Required Skills and Qualifications:

• Bachelor's degree/Diploma in Human Resources, Business Administration, or a related field.
• Minimum of 4-5 years of experience in recruitment, preferably within the property industry Preferable or 4-5 years in a Corporate Environment.
• Strong understanding of property industry dynamics, including knowledge of roles, terminology, and market trends.
• Excellent communication and interpersonal skills, with the ability to build rapport with clients and candidates.
• Proven track record of meeting and exceeding recruitment targets and KPIs.
• Ability to work independently and as part of a team in a fast-paced environment.
• Proficiency in using recruitment software and tools for sourcing, tracking, and managing candidates.

Other Possible Duties:

Business Development:

• Identify and pursue opportunities to expand the client base and generate new business within the property industry.

Training and Development:

• Provide training and mentorship to junior recruiters or support staff within the recruitment team.

Event Participation:

• Attend industry conferences, seminars, and networking events to build relationships and promote recruitment services.

Compliance and Ethics:

• Ensure adherence to legal and ethical standards in recruitment practices, including equal employment opportunity (EEO) regulations and data privacy laws.