Job Opportunities at City Property Administration (Pty) Ltd

The purpose of the role is to perform all financial functions, including the review of the financial information, performing accounting functions, attending portfolio management meetings and assisting the manager – finance with any accounting or other financial functions.

• Compile a complete budget for the portfolio allocated
• Consult with all relevant departments i.e. Leasing, Repairs and Maintenance, etc. to compile a budget.
• Analyze the budgets to ensure that it is 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, etc.
• 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.
• Attend each Portfolio meeting and provide assistance/information to portfolio. managers and property managers to enable them to perform their function efficiently.
• Maintain the fixed asset register where applicable.

Interim period & year end preparation

• Calculate the current and the deferred tax calculation, when required
• Draft financial statements using 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.

Teamwork
Assist various stakeholders with adhoc finance related requirements.

Working conditions:
Office Based.  Limited travelling might be required.

Requirements
Qualifications & Experience:

• BCOM Financial degree with major in Accounting required.
• Completed Articles at an Audit Firm or Accounting Firm (SAICA, SAIPA) required.
• At least 2 -3 years’ experience in a corporate environment.
• Experience in management accounting, i.e. budgeting, monthly management accounts, forecasting required.  
• Experience in drafting financial statements required (using Draftworx software).
• Experience in Property an advantage.  Skills & Knowledge Required: 1.      Knowledge of IFRS required
• Sound Management Accounting abilities e.g. budgeting, monthly management accounts, forecasting.
• Knowledge of company tax and VAT and experience in completing returns, an advantage

MS Office skills:

• MS Excel - Advanced
• MS Outlook – Basic  

Personal
Attributes:

•   Problem solving – find solutions for resolving problems
• Reality testing – be objective; see things as they really are.
• Impulse control – resist or delay impulse to act.
• Flexibility – adapting emotions, thoughts and behaviors.
• Stress tolerance – coping with stressful situation.
• Interpersonal relationships – building mutually satisfying relationships.
• Empathy – understanding & appreciating how others feel.
• 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.
• Persuasion – negotiating, selling, influencing and attempting to persuade people or trying to change the point of view of 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. Being able to train and to lead.
• 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 detail, strive for perfection and be well organized.

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Description

• The purpose of the role is to maximize the financial performance of the portfolio, maintaining the buildings according to accepted business standards and managing tenants and staff.

Financial performance of the Portfolio

• Prepare and refine portfolio budgets in line with agreed assumptions and other relevant information to determine the targets to be achieved for the financial year.
• Review and report monthly on financial and operational performance of portfolio against budgets and targets achieved.
• Update of notes and comments within deadlines as required for reporting purposes.
• Assist and provide supporting calculations/information to finance team for completion of reasonable forecast.

Cost Management and Building operations

• Ensure that buildings are formally inspected, managed and maintained in line with CPA standards. Submit inspection forms as per requirements. Ensure vacant units are in a lettable condition and listed on the vacancy list.
• Monitor and manage budgeted expenses items in line with planned timelines.
• Ensure maintenance concerns reported by tenants and in general are escalated internally and resolved successfully.
• Ensure the work done and quality of services provided by outsourced contractors (e.g., cleaning, security, etc.) as well as maintenance teams are monitored and reviewed continuously.
• Consider and recommend changes to outsourced services and staff compliment (security guards, building staff, cleaners, rubbish removal charges, etc.) to achieve optimal financial and operational performance.
• Ensure stock controls are implemented, maintained and monitored monthly.
• Review, evaluate and oversee signage at the buildings.
• Motivate upgrades and improvements to buildings where these are deemed necessary.
• Review and monitor water, electricity and other utility costs and services provided.
• Monitor parking and access control and ensure collaboration with support (if relevant).
• Provide input to the Leasing department as well as the Property Manager: Dealmaker in terms of tenant retention and related aspects to consider during leasing processes.
• Ensure risks are identified, reported, and managed in line with CPA’s Risk Policy.
• Ensure operational and administrative policies, procedures and approvals are followed.

Credit Control and collections

• Monitor and guide Credit Control team in decision making to manage arrears optimally.
• Ensure tenants with material arrear balances are met to discuss options to collect on outstanding amounts.
• Ensure files for Legal Handover are recommended, reviewed and actioned appropriately.
• Build relationships with tenants, internal and external parties.
• Manage customer service matters in line with CPA standards and within agreed service levels.
• Communicate and work as a team with other departments.
• Achieve the required relationships with tenants, owners, contractors, and other external/internal parties.
• Clear communication, presentation and reporting at various forums.

Staff Management

• Oversee work of subordinates and conduct performance reviews as per agreed policies.
• Guide and mentor building staff to obtain desired objectives and performance.
• Manage poor performance, when necessary, in consultation with HR and Portfolio Manager.
• Provide constructive feedback to subordinates regarding their performance.

Working conditions

•  Travelling required.   
• Own transport required. 

Requirements
 Qualifications & Experience:

• 3 Years’ experience in a property environment, preferably property management - Required
• Tertiary qualification suitable to the Property environment  - Preferred
• Estate Agencies Affairs Board Competency Certificate (NQF Level 4) - Required
• Fidelity Fund Certificate – Full Status - Preferred

Skills & Knowledge Required:

• MS Office skills required:
• MS Word – Basic
• MS Excel – Basic to Intermediate
• MS Outlook - Basic  

Personal Attributes:

• Leadership – take charge of situations, take accountability, independent thinking, offer opinion and direction to Building staff and Contractors.
• Building Relationships – ability to build and maintain relationships with internal and external stakeholders within various levels of the business and foster teamwork.
• Problem solving – find out-of-the-box solutions when required and making decisions in the best interest of the business.
• Multi-Tasking and ability to work under pressure - dealing with several activities at a time, prioritizing multiple tasks and coping within a pressurized environment.
• Analytical thinking – analyze information and financial statements, interrogate solutions and use logic to address issues and problems.
• Persuasion – negotiating, selling, persuading people.

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Job Purpose

• The purpose of the role is to ensure adequate maintenance and repairs as well as delivery of mail/packages.

JOB SPECIFICATION:

• The main tasks and responsibilities associated with the position are listed below.  This is not an exhaustive list of tasks and responsibilities and any other tasks and/or responsibilities that could be reasonably expected for the position may be required. K

Key Performance Areas (KPA’s) Key Performance Indicators (KPI’s) To maintain the buildings.

• Collect and deliver internal mail, parcels (hardcopy documents).
• Moving and packaging of stock items in the building
• Move and place furniture as required
• Minor plumbing repairs as required.
• Minor electrical repairs (e.g. fit a new light fitting, change the light bulbs, fix desk drawers etc.)
• Paint work as required.
• General maintenance (e.g. carpentry, tiling, changing of locks, fixing door hinges etc.)
• Safe keeping of assigned tools, equipment and stock.
• Report any defects or maintenance to the Office Manager

Working conditions:

• Indoors mostly however outdoors work also required. Working at heights will also be required. Carrying of heavy items may be required.

Requirements
Qualifications & Experience:

• Matric required.
• 1 – 2 years’ experience as a handyman assistant
• Messenger (delivery of mail and parcels) experience.

Skills & Knowledge Required:

• Basic Health & Safety knowledge
• Basic knowledge on the use of tools required to perform duties.
• Basic literacy and numeracy  

Personal Attributes:

• 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.
• Teamwork – cooperation with others, good-natured attitude and encouraging people.
• Persistence – seeing tasks through, not giving up, dislike leaving things incomplete.
• Rule following – adhere to rules and strictly follow work regulations.
• Attention to detail – focus on details, strive for perfection and be well organised.
• Planning – enjoy making detailed plans and long-terms plans.
• Innovation – creative and open-mindedness.

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• Job Purpose The purpose of the role is to manage and oversee the Administrator’s functions in the department.  

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

Management of the various turnaround times related to the Administrators.

• Ensure that the agreed turnaround times for Multi, Single and CSV instructions are maintained and to identify potential problems in terms of late processing of instructions.
• Ensure that the agreed turnaround times for Commercial and Residential deposit refunds are maintained and where possible improved on.
• Ensure that Ex- Tenant lists are finalized monthly within the agreed turnaround times.
• Ensure that Data Management queries are attended to within the correct turnaround times and to provide assistance with more complex queries in order to finalize and close the queries timeously.
• Ensure that last meter readings are received timeously from the Utilities Department for processing.
• Ensure that Clearances from Residential and Commercial Property Managers are received within agreed turnaround times.
• Ensure that Administrators submit weekly feedback on Tenant Diaries and Ex-Tenant lists on time.
• Management of the quality of various outputs of the Administrators.
• Ensure that the agreed level of accuracy for Multi, Single and CSV instructions is maintained.
• Ensure all documentation to be signed off by the correct parties as per the SODA.
• Ensure that the correct supporting documentation is attached to all requests submitted to the Data Management Department.
• Ensure that the correct Transaction Codes, Tenant codes and VAT codes are used.
• Ensure that amounts are calculated correctly.
• Ensure that MDA notes are updated correctly.
• Ensure that the agreed level of accuracy for Commercial and Residential deposit refunds is maintained.
• Ensure that there are no outstanding job cards.
• Ensure that the tenant does not have another account with City Property with an outstanding balance before refund is paid.
• Ensure that the refund sheet balances with MDA.
• Ensure that the tenant account was reconciled by the Administrator and any adjustments necessary were done.
• Ensure that all manual repairs were charged to the account.
• Ensure that Interest on Deposit for Residential tenants were calculated accurately and credited to the account.

Management of the Commercial and Residential Tenant Diaries and Ex- Tenant lists.

• Extract data from MDA and draft Commercial and Residential Tenant Diaries.
• Provide a Commercial and Residential Tenant Diary twice a week to be distributed to the Administrators.
• Update the Tenant Diaries and Ex- Tenant lists with feedback received from the Administrators and ensure that the feedback is accurate and relevant.
• Provide assistance with any queries to ensure that deposit refunds are done accurately and timeously.
• Provide an Ex-Tenant list on a monthly basis where tenants have been vacated for three months or longer and the account still has a balance.
• Assist with all queries to ensure that the Ex-Tenant accounts are cleared.
• Ensure that internal Data Management queries are logged where assistance from another department is required to clear the tenants’ account.

Management of Customer Service Cases performed by Administrators and relationships with other departments.

• Ensure that all Customer Service cases are attended to by the Administrators and that cases are completed within the time set out in the Customer Service case.
• Assist other departments to complete Customer Services cases within the correct turrnaround times.
• Ensure that good working relationships are established and maintained with other departments.

Prepare Monthly Management report on department statistics.

• Analyze Instruction lists, Tenants Diaries, Query Register and Ex- Tenant lists to determine performance in terms of turnaround times and accuracy.
• Prepare accurate reports for management highlighting excellent and poor performance.

Provide support and guidelines to the Administrators.

• Ensure that the team follows the company policies and procedures.
• Improve teamwork to ensure that workflow is consistent.
• Provide training and coaching to new and existing staff where needed.
• Ensure Data Manager is consulted with regards to staff problems.
• Monitor and manage the team’s workload efficiently and report any problems to the Data Manager.
• Provide support to the Data Manager to entrench the City Property culture and strategy into the team.
• Build relationships with Administrators, staff, management and other stakeholders.

Working conditions:

• Mostly office-based with limited travelling.

Requirements
Qualifications & Experience:

• Matric qualification required.
• Bookkeeping experience preferred.
• Minimum of 3-5 years’ work experience in an account environment required.
• Minimum of 2 years’ supervisory experience required.

Skills & Knowledge Required:

• Advanced knowledge of the MDA system
• Microsoft Office:
• MS Excel - Advanced
• MS Word - Intermediate
• MS Outlook - Basic
• MS PowerPoint - Intermediate
• Must have strong numerical skills.
• Proficiency in English required.  

Personal Attributes: 

• Problem solving – find solutions when emotions are involved.
• Reality testing – be objective; see things as they really are.
• Impulse control – resist or delay impulse to act.
• Flexibility – adapting emotions, thoughts and behaviors.
• Stress tolerance – coping with stressful situation.
• Interpersonal relationships – building mutually satisfying relationships.
• Social confidence – be self-assured and at ease with people in all types of social situations.
• Persuasion – negotiating, selling, influencing and attempting to persuade people or trying to change the point of view of 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.
• 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.
• Innovation – creative and open-mindedness.

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Job purpose 

• To provide administrative support to the Safety, Health, Environment & Quality team as required.
• Facilitate and coordinate all findings reports and corrective actions (Audits, Inspections, Insurance)
• Monitor and track performance related to Safety, Health, Environment & Quality
• Additional specific tasks may be required as directed by the Safety, Health, Environment & Quality Manager

Key focus areas 

• Administration and management of the Safety, Health, Environment & Quality – Inbox, Accident forms; referrals, and general queries that are sent, redirecting queries to members of the health and safety teams as required.
• The processor of Incident notification and documentation, updating documents and registers, follow up actions as required
• To deal with telephone queries, directing calls to the appropriate person, taking messages or dealing with the enquiry in a professional and efficient manner.
• Administer the Safety management system, Building insurability reports.
• Coordinate Emergency management initiatives within the portfolio to satisfy emergency services and insurance requirements.
• Prepare scope of work, issue work orders and process invoices as a support function to other departments.
  Maintenance of the Safety, Health, Environment & Quality risk register in cooperation with the Risk department.
• Coordinate all inspection outcomes and facilitate corrective action where required.
• Safety, Health, Environment & Quality Training - records administrator; assists with course preparation, issuing attendance registers and coordinating events with responsible managers and Human Capital.
• Participate in low-level technical inquiries, inspections and investigations.
  Perform any other duties that may be required from time to time commensurate with the grade of the post.
  Promote a positive culture of health and safety in the workplace.

Requirements

Qualifications ·        

• Matric
• Drivers license
• Health and safety qualification
• Fire safety qualification

Knowledge 

• Advanced MS Office capability
• Knowledge of and ability  interpret regulatory framework which includes SANS 10400 and OHS Act

Experience 

• Experience of working in a corporate  office environment
• Two (2) year’s administration experience in a health and safety environment and 5 years experience in a general administrative role
• Office, administration or personal assistant

Aptitude & Skills

• Excellent communication skills both verbal and written.
• The ability to follow instructions provides support as required to members of the health & safety team.
• Appreciation and understanding of confidentiality and being able to understand and be sensitive to diversity and equality.
• Attention to detail to identify inconsistencies in documents such as reports & invoices.
• Organized and able to meet tight deadlines with excellent time management skills.
• Flexible in approach with ability to respond to changing pattern of demand at work which can be unpredictable and unplanned, requiring constant shifts in priority.
• Resilient and Intestinal fortitude.
• Ability to understand the importance of processing information in a prompt, efficient manner and in accordance with legislation, policy and procedure.
• Ability to deal positively with change and willingness to embrace new opportunities and working practices within health & safety.
• Be able to demonstrate a positive attitude towards health & safety.
• Be technically inclined.
• Willing to learn and operate on a more technical level, both fieldwork and training.