Fresh Positions at Clear Leaf

Job Description

PROPERTY AND ASSET MANAGEMENT

• Keep abreast of market activities in respect of tenant movement, new developments, major vacancies, and other landlords’ strategies
• Attend meetings related to successful operations of property
• Ensure the deployment and implementation of the annual preventative and lifecycle maintenance programme and approved within the Budget
• Motivation of refurbishments and major repairs as appropriate
• Responsible for compliance in terms of the OHS Act (all areas including first aid and fire training)

Management, control, and oversight of all assets within the building (fixed and moveable) in terms of

• Annual replacement
• SLA’s in the plant infrastructure to ensure longevity of the equipment
• Maintaining the asset record and replacement cycle

BUILDING MANAGEMENT

• Devise a three-year maintenance plan including allowances for provisions or depreciation where applicable
• Investigate / initiate proposals for refurbishments
• Maintain a hands-on control of projects in hand
• Review the building status/grade annually and maintain the standards withing those grades
• Ensure compliance with legal regulations
• Complete regular OSH Act inspections and updates monthly
• Ensure that OSH Act requirements are effectively managed and complied with
• That fire drills and evacuation procedures are in place and performed as defined by the organization business rule

PLANNING AND BUDGETING

• Preparation and completion of budgets each year
• Completion of monthly forecast
• 3-year budget preparations / controls
• 3-year CAPEX and OPEX budget preparations / controls
• Set and motivate the CAPEX budget per business unit
• Check and authorize payments of accounts as per the approved authority levels and that no authorization has taken place outside of the approved framework

FUND REPORTING

• Provide accurate information to owner according to agreed format timeously
• Analysis of monthly income/expenses
• Analysis of operating costs monthly in terms of the approved forecast
• Monitoring of all municipal recoveries (and general recoveries monthly)

TENANT MANAGEMENT

• Tenant satisfaction
• Deal with correspondence / interaction with tenants as required

EXPENSE CONTROL/ANALYSIS

• Approve CAPEX within authority limits
• Ensure we conform to CAPEX procedures
• Estimate new operating cost
• Ensure recovery of operational cost in accordance with lease terms
• Check and authorize payment of accounts
• Authorize cleaning consumables, electrical and general maintenance orders
• Control municipal payments and recoveries there against
• Ensure cost effectiveness and performance of contractors

VACATE AND INTAKE

• Annually the vacate and intake is planned by the PM’s and the BU assigned team
• Budget controls (across all levels)
• Timeline management and controls
• Stock and Human Resource planning
• Additional contractor requirements
• Asset replacements

RESPONSIBILITY FOR THE EFFECTIVE MAINTENANCE AND REPORTING OF FINANCIAL RECORDS

• Asses and reports on the monthly performance against budgets
• Assess and reports on the monthly occupancy of the building
• Assess and report on the monthly recoveries versus expenses

RESPONSIBILITY FOR PROFESSIONAL BUSINESS RELATIONSHIPS WITH VENDORS, CONTRACTORS, AND TRADE PROFESSIONALS

• Acts as a liaison between the company and the external contractors
• Works at maintaining productive business relationships with vendors, suppliers, contractors, universities, and stakeholders
• Promotes good will and a positive image of the Company

EFFECTIVELY MANAGING PROPERTY PERSONNEL, ENSURING OPTIMAL PERFORMANCE

• Provides leadership to assigned personnel through effective objective selling, delegation, and communication.
• Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures and discusses areas needing improvements
• 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
• Assist with any ad-hoc duties that is reasonable within your capabilities

Qualifications

• Grade 12
• Facilities Management Degree/Diploma
• Degree/Diploma in Property Management
• Degree/Diploma in Operations Management
• Member of related official bodies i.e. SAFMA

ROLE SPECIFIC EXPERIENCE / KNOWLEDGE EXPERIENCE

• Operations Management – 3 to 5 years’ experience
• People Management – 3 years’ experience
• Project Management – 2-3 years’ experience

KNOWLEDGE

• Building Codes and SANS regulations
• Health and Safety Regulations
• Finance Knowledge
• Project Management Principles
• BCEA / LRA
• Microsoft Office Suite
• Intermediate to Advance Excel Knowledge

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Job Description

• The inspection and maintaining of equipment and machinery as per the Business Unit assigned to
• Completing all scheduled maintenance tasks and building related issues
• Ensure that the completion of these tasks (jobs) are completed within the required time frame as defined by the Business Rule and the level of severity
• Ensure that emergency jobs are done as a priority within 24 business hours
• Ensure that high priority jobs are done within 48 business hours
• Ensure that low priority jobs are done with 72 hours (7 days)
• Conducting preventative maintenance as per the published schedule for the Business Unit
• Day-to-day maintenance in and around the building
• Tracking expenses and overseeing the budget for maintenance in the BU
• Create and implement maintenance procedures as and where required (and or revise if operating processes have become aged/stagnant)
• Documenting and preparing daily progress reports and maintenance logs

Supervisory oversight in terms of;

• Cleaning
• Security
• Garden Service
• Scheduled contracted services to the BU
• Contract execution on site (in particular in terms of scope, quality, standard, safety, compliance)
• CCTV
• Biometric / Facial recognition
• Pest control
• Refuse collection / management
• Schedule monthly meetings with all contractors to the BU, ensure that the meetings are documented (attendance register, agenda, objectives, deliverables, accountable party, delivery deadline etc., etc.,)
• Liaising with contractors to complete work on time, to standard and quality
• Maintaining the common area space, including but not limited to the various Fixture and Fitting items
  • Including the functionality of various equipment items in the common spaces
• Ensuring that maintenance aspects (various) in student rooms are always maintained, and in particular the period following the Hygiene Inspection protocols
• This would include equipment within the student living space
• Perform daily, weekly, monthly and annual inspections
• The Preventative and Life Cycle maintenance programmes to be executed during a calendar cycle as approved via the budget process
• Custodian of the Master Key system and related controls to prevent loss and security breach
• Ensure that the storerooms (general spaces) are always neat and tidy with a controlling inventory list
• At all times adhere to the Maintenance Stock control principles which apply in the stock room where maintenance stock is stored
• Post and pre-inspections, having given the required 48-hour notice to students
• Verify with students cost to be charged for damages as and where applicable

Management and oversight of the maintenance stock room and the stock contained within;

• Stock ordering
• Housekeeping and Store principles adhered to
• Stock counts and reporting
• Obtaining quotes from contractors for work to be executed following the quotation principles as defined by the Organizations business rules
• Management of the work order and invoice payment flows ensuring that suppliers are not paid in advance of work completion / if work is not delivered to standard etc., etc.,
• Management of the timeous payment of invoices

During the annual vacate and intake the Maintenance Team is a critical execution factor in ensuring that;

• All common area work is completed before 1 November annual
• Cost calculations are prepared for;
• Stock requirements
• Asset replacement
• Additional resources (labour and administrative)
• Planning of the vacate/intake with the PM and collective team
• Driving the delivery requirements within time, budget, quality and standard
• Assist with any ad-hoc duties that is reasonable within your capabilities.

Qualifications

• Grade 12

Industry Trade qualification from accredited facilities such as (but not limited to):-

• Olifantsfontein Artisan Skills Training
• Ekurhuleni Artisans Skill Centre
• Tshwane North TVET Artisan Development Centre
• No less than 5 - 8 years industry experience
• A qualification in plumbing or electrical is beneficial
• Experience in a Client Service Environment (e.g., hotels, residences, student accommodation) is advantageous

Additional certification;

• Certification in specific trades (e.g., plumbing, electrical work, HVAC)
• Safety training certification (e.g., Occupational Health and Safety)

Continuing Education;

• Willingness to engage in ongoing training and development to stay updated on maintenance technologies and best practices