Job Opportunities at Growthpoint Properties

Job Purpose

• Provides administrative support to the Centre/Property Manager to manage a centre.
• Responsible for administrating leases, debtor’s administration and recovery and building maintenance administration. Ensures that proper records are kept of all contracts and invoices. Prepares, distributes, and files correspondence and documents.

Duties and responsibilities

•  Draft offers and electronically forward copy of agreement of lease and tenant criteria documents.
•  Follow up on outstanding lease agreements and on FICA documentation. 
•  Draft lease agreements i.e., renewals / new lets, cessions, cancellations, addendums, parking agreements and related documents.
•  Liaise with tenants, Portfolio Manager, Leasing Manager, Credit Controllers, and agents about lease agreements.
•  Ensure correct loading of agreements on the system.
•  Ensure the correct loading of debit orders. 
•  Open and up keep tenants’ files. 
•  Attend to lease audits.
•  Complete and up keep outstanding lease reports as well as reports on new lets and renewals already concluded. 
•  Assist Portfolio Manager and SBU as and when required. 
•  Advise meter readers of any changes. 
•  Assist with compilation of the monthly report packs. 
•  Assist with the budget process. 
•  Perform secretarial functions when requested. 
•  Assist with deposit refunds and returning of bank guarantees. 
•  Calculate annual and insurance rates adjustments for loading onto MRI. 
•  Prepare renewal sheets with information on current and budgeted charges.
•  Prepare take back inspection reports and notify Building and Leasing Managers. 
•  Write housekeeping letters and reports. 
•  Attend to tenant queries on range of issues including but not limited to housekeeping, building faults, electricity / water queries (RMS), account queries. 
•  Weekly reporting on outstanding offers / leases / FICA. 
•  Monthly Turnover and density reporting.
•  Monthly reporting on GLA / vacancy movements.

Requirements
Experience 

•  2-3 years of experience in a documentation and secretarial environment or similar environment.
•  Knowledge of MRI, leasing process and documentation.

Qualifications

• Post matric qualification in Property Management or equivalent diploma/degree is a prerequisite.
• Competencies
•  Computer literacy
•  Ability to draw schedules/reports on system
•  Good communication skills – written and verbal
•  Time management skills
•  A good mix of interpersonal and administrative skills
•  Good problem-solving skills
•  Excellent touch-typing skills with a high accuracy rate

Personal Attributes

•  High attention to detail
•  Ability to cope under pressure
•  Hardworking and highly organized
•  Excellent interpersonal skills and a team player
•  Excellent time management skills
•  Proactive, self-starter with initiative
•  Flexible
•  Ability to multitask
•  Client focused at all times (internal & external)

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Duties and responsibilities

•  Collection of all outstanding debts by phoning and, where necessary, sending letters of demands to debtors.
•  Ensuring that clients billing, and utilities queries are addresses timeously.
•  Managing the administration on a group of receivable books
•  Reconciliation of debtor’s accounts
•  Ensuring that credit notes are passed timeously
•  Once receipted, allocating any unallocated payments to debtor’s accounts
•  Preparation of monthly payment query reports on overdue accounts
•  Monthly submission of arrears and legal reports
•  Dealing with attorneys, where required, to collect outstanding debts
•  Acting, when necessary, as a back-up credit controller to other business units if another controller is sick and/or on leave
•  Office related duties at Brooklyn (occasional weekends)
•  Check loading of leases

Requirements
Experience 

• At least 5 years of credit control experience.

Qualifications

•  Minimum Matric
•  Credit management qualification (preferable)
•  Knowledge of debtors and collection management in property

Competencies

•  Must be computer literate with a sound knowledge and experience of the Microsoft package
•  Excellent written and verbal communication skills
•  Strong organizational abilities, accuracy, and attention to detail
•  Strong numeracy skills and understanding of accounting principles 
•  Must be analytical with good negotiation skills

Personal Attributes

•  Service orientated
•  Proactive
•  Highly organised
•  Team player
•  Highly assertive
•  Ability to deal with pressure and meet deadlines
•  Good interpersonal skills

go to method of application »

Duties and responsibilities

•  Collection of all outstanding debts by phoning and, where necessary, sending letters of demands to debtors.
•  Ensuring that clients billing, and utilities queries are addresses timeously.
•  Managing the administration on a group of receivable books
•  Reconciliation of debtor’s accounts
•  Reconciliation on an open item system
•  Ensuring that credit notes are passed timeously
•  Once receipted, allocating any unallocated payments to debtor’s accounts
•  Preparation of monthly payment query reports on overdue accounts
•  Monthly submission of arrears and legal reports
•  Provision of bad debts
•  Dealing with attorneys, where required, to collect outstanding debts
•  Acting, when necessary, as a back-up credit controller to other business units if another controller is sick and/or on leave

Requirements

Experience 

• At least 5 years of credit control experience.

Qualifications

•  Minimum Matric
•  Credit management qualification (preferable)
•  Knowledge of debtors and collection management in property

Competencies

•  Must be computer literate with a sound knowledge and experience of the Microsoft package
•  Excellent written and verbal communication skills
•  Strong organizational abilities, accuracy, and attention to detail
•  Strong numeracy skills and understanding of accounting principles 
•  Must be analytical with good negotiation skills
•  Basic understanding of bookkeeping

Personal Attributes

•  Service orientated
•  Proactive
•  Highly organised
•  Team player
•  Highly assertive
•  Ability to deal with pressure and meet deadlines
•  Good interpersonal skills

go to method of application »

Duties and responsibilities

•  Ensure all diary appointments are effectively managed for the Company Secretary.
•  Filter and prioritise emails, print attachments where required, to manage and improve response time/action and due dates (still managing Roland’s inbox till end of 2019), for e.g., DRIP communication, tracking of all meetings.
•  Manage general information, queries, phones calls and invitations and redirect as required.
•  Endeavour to resolve queries directed to the CoSec, minimising the number and type of issues brought to their attention.
•  Newly appointed Non-executive Directors.
•  Ensure correct communication and documentation is completed and submitted in terms of the Companies Act, i.e., Schedule 13, Declaration, D & O Insurance, Dealing in GREIL Shares, consent letter and welcome letter. SENS drafted and sent out. 
•  Obtain and file their personal documentation, including ID, passport, banking details, interests etc. 
•  Set up an induction, including time with CEO’s, Exco and senior management. Ensure they receive an ‘induction pack’ in advance of first Board meeting. 
•  Ensure Growthpoint letterheads are amended as and when required (appointments, resignations, change in titles etc.)
•  Coordinate and schedule dates all Group Exco, SA Exco, IT Steering Committee, Deal Forum, Growthpoint Board and Growthpoint Committee meetings, as well as Healthcare Property Holdings Board, Advisory Committee, AGM and Audit & Risk Committee meetings and Healthcare Management Company Board meetings for the year/s ahead.
•  Liaise with the Company Secretary, GOZ, Globalworth, GREIL, marketing, Growthpoint Chairman, and all Non-executive Directors to obtain all dates for required meetings. Meetings to be scheduled in all Board, Exco and Directors diaries and communicated to all relevant parties. 
•  Venues and facilities to be booked for all meetings, including video conferencing with regional offices, Webex rooms etc. 
•  Effecting diary date changes timeously and checking of Director availability as per Terms of Reference quorums.
•  Dietary requirements and catering to be arranged and confirmed ahead of all meetings. All changes communicated timeously.
•  Prepare draft agendas ahead of all meetings.
•  Minutes and agendas to be distributed to all relevant parties timeously for input. 
•  Liaise with relevant parties for creation of the meeting packs of the following Committees:
  •  Group Exco
  •  SA Exco
  •  Growthpoint Board 
  •  Growthpoint Governance and Nomination Committee
  •  Human Resources and Remuneration Committee
  •  Risk Management Committee
  •  Audit Committee
  •  AGM
  •  Healthcare/ Student Accommodation Property Holdings Board 
  •  Healthcare / Student Accommodation Property Holdings Audit & Risk Committee
  •  Healthcare / Student Accommodation Property Holdings AGM
  •  Healthcare / Student Accommodation Management Company Board
•  This entails collation of submissions from the business, ensuring accuracy and correct documents are uploaded on BoardView and printed for packs and delivered timeously.
•  Coordinate local business travel, hotel accommodation and associated logistical support including transportation for the NED’s, including overseas travel, prior hotel booking payment and visa applications for various meetings.
•  Arrange Growthpoint drivers to collect and drop off travelers timeously. Effecting travel changes timeously. 
•  Sign off order forms and ensure travel documents in order in the absence of the Group FD’s PA.
•  Draft the meeting timetable for distribution to Board/Committees.
•  Draft the meeting timetable for distribution to Group and SA Exco.
•  Draft the meeting timetable for distribution to Deal Forum.
•  Draft the production timetable for all meetings.
•  Printing and binding of packs for SA Exco, Group Exco, Healthcare / Student Accommodation Board and Committees for Senior Assistant Company Secretary.
•  Liaise with Non-executive board members to ensure that they receive all relevant and required communication timeously. 
•  Carry out general administrative duties and assist the Senior Assistant Company Secretary with setting up Healthcare Student Accommodation board meetings and other Healthcare / Student Accommodation committees.
•  Generate JSE tokens. SENS announcements sent to all NED's Liaison with JSE Listing requirements.
•  Update the NED fee schedule for both Growthpoint and Healthcare / Student Accommodation Non-executive Directors annually and generate the fee schedule per quarter, as per Director attendance, type up their fee letters, invoices for VAT registered Directors and email correspondence, and distribute IRP5's when received.
•  Ensure all general queries and requests are responded to in an informative timeous and professional manner, including Auditor queries.
•  Management of Diligent E-platform. Ensure timeous, correct, and accurate uploading of Agendas and supporting documents in pdf. for Group Exco, SA Exco, Board, Audit, HR and Remuneration, Risk Management, Property and Investment, S, E & T Committees, Healthcare/ Student Accommodation Board and Audit and Risk Committee meetings.
•  Ensure the correct members are added and deleted from BoardView and ensure they receive the support required.
•  Ensure all invoices are paid in line with Group Procurement guidelines and in a timely and efficient manner ensuring that governance is adhered to.
•  Support to Executives with regards to the DRIP process, correct communication, circular and resolutions drafted.
•  Updating of the Integrated Annual Report, NED Fee Schedule, NED Board and Committee attendance, Directors contact information.
•  Ensure all final sets of minutes are signed by the relevant Chairmen and pasted into the official minute books.
•  Ensure attendance registers are filled in accurately, prior to meetings.
•  Submit Expense Claims on behalf of the NED’s for travel and other expenses incurred.
•  Ensure the Growthpoint signed ToR are received and filed.
•  Create an Audit file with all relevant signed copies of minutes for the Auditors.
•  Uploading of the Computershare and Strate registers.
•  Closed and open period notices – email to Board/Exco and staff. 
•  Liaison with Sponsor team at Investec on various matters.

Requirements
Experience 

•  5 Years relevant working experience as a Personal Assistant or as a Team Secretary supporting executive management.
•  Understanding of the Company Secretarial function.
•  Good understanding of Diligent

Qualifications

•  Relevant Secretarial Certificate/Diploma
•  CIS qualification would be advantageous

Competencies

•  High computer literacy – proficient in Word (essential), Excel (essential) and PowerPoint (essential) with accurate speed typing skills
•  Attention to detail of utmost importance 
•  Meeting deadlines, despite reliance of others 
•  Limited Minute taking, 
•  Ability to organise and prioritise
•  Strong interpersonal skills – an ability to interact with people at all levels
•  Capable of working in a pressurized environment – able to occasionally work unsociable hours and with an increased workload
•  Good business sense and able to pick up concepts quickly, using initiative
•  Strong sense of discretion 
•  Proactively work to build strong and effective working relationships within the Executive’s office, their PA`s and key stakeholders /clients 
•  Undertake ad-hoc projects and research as required 
•  Day to day office management, logging calls for printer, ordering stationery etc.