Job Openings at Growthpoint Properties

Key Performance Areas

Financial Management

• Preparation, Implementation, monitoring, and reporting on Capex and OPEX budgets.
• To monitor, investigate and report on optimum recoveries on all utilities, including the required meetings.
• Ability to read and track income statement movements, including analysis of accounting transactions.

KPI Management

• To optimise the life span of the buildings by determining the maintenance requirements and creating a maintenance plan within the allocated timeframes at optimal costs while continually re-evaluating. 
• To manage the implementation of planned maintenance activities and ensure ongoing execution by project managing the entire process. 
• To provide technical and operational support and assistance to the Portfolio. 
• To ensure compliance to statutory regulations, policies, and procedures by conducting inspections and liaising with tenants to assist with non-compliance. 
• Monitor BO installations, take-on inspections, and take-back inspections. 
• To project manage the refurbishments, redevelopments, additions, and redecorations of buildings. 
• To conduct building inspections to ensure standards are maintained.
• To identify opportunities to optimise the performance and efficiency of the building (i.e., water saving initiatives – greening initiatives) and to ensure the delivery of high value-add recommendations.
• Ensure proactive life cycle management of all assets within the Portfolio.
• Ensure year on year proactive maintenance planning of all assets within the Portfolio.
• Procurement – Align supplier management / procurement with GPT objectives.
• Leverage technology advances to ensure best practice implementation within the Portfolio.
• Assist with sustainability plan and roll out of initiatives.

Risk Management

• Ensure full adherence to the OHS requirements as outlined by the National Facilities Manager to minimize risk across the portfolio.  
• To ensure procedures are in place to mitigate and manage risk, ensuring buildings are compliant to prescribed legislation, implement corrective action when required.
• Oversee RIMS report compilation, proactively with the Building Managers team. 

People Management

• To manage and coordinate staff activities and deliverables (Building Managers, and Handymen), by ensuring compliance to policies, upskilling staff, and effectively using the company performance and development management system. To share all relevant information with the team as well as provide support (answering queries and providing advise).
• Assist in the recruitment of technical staff for the sector.
• Ensure statutory and compliance training is implemented across the portfolio.
• Ensure recruitment is done in line with the transformation policy
• Provide leadership and guidance to the team
• Set clear performance targets for the team
• Ensure performance management is done in a consistent way throughout the portfolio

Administration

• To perform administrative functions such as issuing of orders and processing of invoices in accordance with the company procurement policy. 
• To ensure timeous and accurate report writing.
• Oversee Growthpoint Maintenance Service Desk effectively and drive Statutory and Preventative schedules. Managing reports & follow up.
• Track SLA’s and ensure implementation thereof.
• Oversee Asset Register with Building Managers 
• Oversee Roof Schedules in conjunction with Building Managers.
• Oversee Sprinkler schedule in conjunction with Building Managers.
• Oversee SAPOA Records and Property Information schedules.
• Oversee Small Works Rates and facilitate the small works RFP.

Stakeholder Management

• To liaise with clients, responding to queries in quick turnaround times and generally manage the client-landlord relationship.
• To effectively manage service providers, to ensure effective and efficient service delivery in a cost-effective manner and in line with good business practices.
• Attend and manage KPA meetings with service providers. 
• Manage Performance management and KPIs of service providers. 
• Share knowledge and information across sectors and regions in improving collaboration.

Experience

• 10 years’ Facilities and Built Environment experience.
• Proven People Management experience 

Education

• BSc. Property Construction Studies / FM Management Degree and five years of experience with technical qualification such as Electrical \ Mechanical technician. 
• Green Building Accredited Professional or a relevant Built Environment Certificate plus 

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Key Performance Areas

Time & Diary Management

• Manage diary, schedule meetings and travel arrangements 
• Co-ordinate multiple internal and external meetings with ease and efficiency; involving complex scheduling, prioritizing and managing the Executive’s time efficiently amidst shifting priorities.   Requires excellent communication and prioritization skills to re-adjust expectations of declined/deferred meeting requests.
• Acting as a liaison between executive, internal and external stakeholders.
• Discretion handling sensitive and confidential information.
• Able to adapt to different leadership styles and expectations.
• Independently manage complex executive calendar and commitments.
• Develop and implement office procedures to enhance efficiency
• Co-ordinating cross-departmental communication and collaboration.

Local and International travel arrangements

• Assess and plan travel requirements (local and international) ahead of time
• Regular liaison with Travel Agent, obtain quotes, best routing options on all flights, hotels, car hire, chauffeur transfers or other.
• Assess cost implications, and determine which route is best suited to be time-efficient for the Executive and her travel companions
• Selecting cost effective route
• Applying for all relevant visas for relevant travel entry (obtaining Letters of Invitation from inviting country, letters from various providers for Insurance and Medical insurance purposes).
• Applying for forex according to policy and SARS daily rates.
• Complex itineraries, flight check-ins and emergency support.
• Arrange private travel bookings and arrangements as required

Assist on various HR and OD projects and initiatives

• Capture and collate HR data for reporting
• Maintain the employee movements schedule for monthly submission to HR Executive
• Assist with HR/OD/EB preferred supplier list: negotiate and agree SLAs, communicate and implement changes
• Undertake research as required to obtain market-related data, or to contribute to a project or HR deliverable.

Employee Benefits

• Plan, coordinate and roll out annual Wellness Day
• Annual medical aid audit
• Liaise with EB partners to schedule EB MANCO meetings and other ad-hoc meetings
• Obtain quarterly reports from EB partners, analyse and interpret data/feedback – and provide same to HR Data, Projects, Reporting & Governance Officer
• Communicate monthly dates in advance to all employees, for when service providers will be on site e.g. nurse, EB Consultant, dietician
• Create excitement and drive greater employee engagement with EB partners
• Allocation of EB service providers’ invoices for approval and payment
• Completion and submission of all IOD claims – following up until resolved

Communication

• Meaningful interactions between employees and external stakeholders
• Communicate well at all levels, both internally and externally.
• Draft and proof-read correspondence on behalf of Executive
• Manage Group-wide communications on behalf of the Executive

Administrative support

• Assist executive to manage output, workflow and office deadlines.
• Draft, type and dispatch correspondence as directed.
• Develop and maintain Excel spreadsheets and electronic filing systems.
• Screen calls and answer queries where possible or re-direct to relevant person within the business.  
• Deal with main board of directors and directors of group companies as required
• Undertake personal duties as requested. 
• Collaboration within the EA and PA teams in the business, to ensure efficient meetings and workflow
• Secretary for HR meetings: schedule meetings, draft agendas, take minutes, follow up on matters outstanding, arrange catering if required
• Arrange and schedule HR team initiatives: team-buildings, strategy sessions etc.
• Approve HR team’s ESS applications for leave and claims, ensuring compliance with policies – and obtaining HR Executive’s approval for any exceptions
• Capturing, reviewing. submitting and amending HR data for participation in various surveys
• Allocation of invoices for approval and payment

Experience

• At least 5 years’ working experience in C-suite of a JSE listed entity.
• At least 3 years’ experience in Financial Services and/or Property Management advantageous

Education

• B Admin or BCom degree

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Key Performance Areas

Financial Management

• To assist with the preparation and management of the technical budget (Capex and R&M) including forecasts and budget variance reports
• Manage the technical budgeting process for all maintenance expenditure.

Building Maintenance & Asset control

• To set and implement planned/preventative/emergency maintenance in conjunction with the Property and Portfolio Managers, as well as disaster and emergency planning
• To ensure that life cycle planning and preventative maintenance plans over a 3, 5 and 10-year period are set for properties under management
• To ensure effective asset control by setting and managing the asset register
• To contribute to the SLA’s for approved service providers in conjunction with the Procurement team
• To ensure that compliance is maintained with building and statutory regulations
• To manage and respond timeously to technical complaints and queries received by clients, and identify trends in complaints
• To manage the relationship with the tenants, including tenant installations and asserting budgetary control
• To conduct inspections, including technical, housekeeping, service contract and Take on and take back inspections
• Set and implement planned/preventative/emergency maintenance in conjunction with the Operations Manager 
• Implement energy savings programs, environmental and sustainability methodology in the portfolio in conjunction with the Facilities Manager 
• Set and coordinate service level agreements for approved service providers in conjunction with the Facilities Manager and the Procurement team 
• Manage tenant installations including monitoring of their implementation and assert budgetary control - this includes induction of external contractors onto our sites and ensuring that our health and safety standards are adhered to at all times 
• Manage contract staff and resources as required - this includes providing a set scope of responsibilities for the Handymen under your guidance 
• Monitor the quality of services rendered by suppliers 
• Carry-out regular building inspections 
• Monitor and report on deliverables from service providers with appropriate consideration given to deadlines being met and budget constraints 
• To manage and coordinate staff activities and deliverables, implementing work schedules and effectively using the company performance and development management system
• Management of tenant parking bays.
• To stay abreast of changing technical market trends

Risk Management

• Ensure that occupational health and safety standards and other relevant statutory regulations on all sites are adhered to – fire system testing, equipment servicing, signage, equipment registers etc. 
• Ensure that compliance is maintained with building and statutory regulations.

Experience

• 3 years property experience in a building maintenance/management related field 

Education

• Certificate or Diploma in Building Science/ Facilities Management/ Construction Management 
• A technical tertiary qualification in Mechanical or Electrical or Civil/Structural Engineering will be an added advantage 

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Key Performance Areas 

• Draft and manage tenant offers.
• Gather information and documents for the conclusion of letting deals (GOBI/FICA etc.) and complete 
• Take full administrative responsibility for the leasing documentation process (through to completion)
• Follow up on outstanding leases 
• Update website, vacancy schedules and PI monthly.
• Complete 6 monthly expiry schedules.
• Assist with marketing strategies and co-ordinate brokers functions.
• Administration of deals in progress 

Experience

• Property-related administrative experience an advantage.
• At least two to three years of lease administration experience (including the drafting and administration of leases).

Education

• Matric - prerequisite
• Relevant post Matric qualification will be an advantage.