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Our purpose is to be the leading real estate services provider and the preferred place of employment for our industry’s professionals. This purpose promotes constant innovation and service excellence, whilst providing end-to-end real estate solutions to our valued clients. Our mission is to build a high-performance, respectful and dynamic culture that ...
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POSITION PURPOSE
- Responsible for the management of the Centre. Ensure investment growth and maximum income of Centre through effective Centre management and asset control. Develops related budgets, oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Develops and implements departmental policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality at the least possible cost. Keeps Senior Management well informed of area activities and significant problems. Trains, directs, and appraises assigned personnel.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
- Assumes responsibility for the effective operations management of Centre and facilities.
- Centre Management
- Keeps abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlord’s strategies
- Attends meetings / functions related to successful operation of Centre i.e. SAPOA, CJP etc.
- Assists with a five-year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the Assistant General Manager / Director
- Investigates/initiates proposals for refurbishments
- Maintains a hands-on control of projects in hand
- Reviews the building status/grade ongoing and advise the Senior Management regarding maintaining the standards within those grade
- Client Reporting
- Provides accurate information to client according to agreed format timeously
- Analyses of monthly income /expenses and variance reporting
- Monitors turnover rentals
- Monitors of all municipal recoveries (and general recoveries) on a monthly basis
- Planning and Budgeting
- Prepares and completes budgets as required each year
- Completes of forecasts timeously as required
- Reviews market rentals quarterly and ensure best possible rate achieved and maintained as per agreed mandates
- Assists in formulation of business plans for the unit
- 5 Year budget – preparation and control or as required by the client
- Quarterly review and monitoring results or as required by the client
- Quarterly Expenditure / Analysis
- Sets and motivates Capex /TI philosophy per building in consultation with client
- Recommend TI standard specification
- Recommend Capex requirements
- Ensures we conform to Capex philosophy and procedures
- Estimates new operating costs
- Ensures recovery of operational and utility costs in accordance with Lease terms
- Debtors and Creditors Management
- Undertakes monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and recommend legal action
- Credit Control. Responsible for Management:
- Arrears
- Legal action / liaising with attorneys / management as required
- Motivate Write-offs to senior management / client
- Parking Management
- Attends monthly / ad hoc interaction meetings all parkades where applicable
- In conjunction with the responsible person for parking, maintains accurate control of “in house” operated parkades
- Tenant Relations
- Deals with correspondence / interaction with tenants as required
- Ensures that leases are timeously renewed and all vacant space is let and in a presentable state
- New Tenants
- Determines and recommends letting mandates (i.e. rental levels, installation cost etc.) for approval
- Undertake lease negotiation and maintenance of tenant relationships
- Controls new leases and record of same
- Controls / oversees new installations (through technical / operations manager where appropriate) including:
- Premises design
- Negation/liaison/control with/of professionals and contractors
- Sign off acceptance of complete premise
- Existing Tenants
- Renews Lease Agreements in accordance to mandate
- Tenant liaison and public relations
- Controls/arranges centre promotions through merchant’s association/s or promotion committee/s or marketing funds
- Regular assesses tenants’ turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties
- Monitor and compile foot traffic reports
- Expense Control
- Checks and authorises payment of accounts
- Authorises cleaning, consumables, electrical and general maintenance orders
- Controls wage and salary allocation
- Controls municipal payments and recoveries there against
- Ensures cost effectiveness and performance of contractors
- Financial Management
- Monthly financial statements
- Monthly management reports
- Accurate budgeting and reporting
- Operating costs
- Calculates operating costs for charge-out to tenants
- Ensures recoveries as appropriate
- Tenant mix i.e. what business should be established / recommended
- Networking with tenants, public, external organizations
- Issues tender documents
- Expense control
- Checks and approves payment of accounts
- Controls cleaning, consumables, electrical and general maintenance
- Controls municipal payments and recoveries there against
- Ensures effective performance of contractors
- Customer liaison
- New Tenants
- Lease negotiation
- Maintenance of tenant relationships
- Public relations
- Establishes and maintains sound public relations
- Attracts people to the Centre
- Control of Advertising Materials
- Motivates and assists tenants to improve their services
- Assumes responsibility for the effective repairs and maintenance of the Centre.
- Asset Management
- Controls/schedules/implements regular preventative maintenance program in line with budget constraints
- Motivation of refurbishments, major repairs as appropriate
- Attends site meetings with contractors in respect of maintenance/expansion of projects
- Monitors progress
- Inspection / enforcement of tenant responsibilities during and on termination of lease terms
- Liaises with appropriate Government, Provincial and/or local authorities
- Responsible for Compliance of OSH Act
- Maintenance
- General Maintenance of Buildings and premises
- All electrical, electronic, mechanical and air conditioning equipment
- Complies with the OHS act and all other statutory requirements
- Assumes responsibility for the security of all the Centre facilities. Conducts scheduled inspections of security systems and implements improvements as necessary.
- Occupational health and safety
- The development of security action plans, systems and directives
- The management of security guards on shift
- The establishment and maintenance of an emergency preparedness programme
- The training of Maintenance and Security personnel in Occupation and Health Safety
- Report security incidents to our management
- Assumes responsibility for ensuring professional business relations with tenants, suppliers, contractors, and trade professionals.
- Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
- Acts as a liaison between the Company and external contacts
- Ensures effective coordination of external services with Company operations
- Obtains and conveys information as appropriate
- Promotes goodwill and a positive image of the Company
- Effectively supervises Centre personnel, ensuring optimal performance.
- Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures. Discusses areas needing improvement
- Assigns and coordinates personnel. 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
- Assumes responsibility for related duties as required or assigned.
- Ensures that work area is clean, secure, and well maintained
- Completes special projects as assigned
PERFORMANCE MEASUREMENTS
- Good communication and coordination exists with departments. Assistance is provided as needed
- Senior Management is appropriately informed of area activities and of any significant problems
- Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided
- Company facilities are well maintained and secure and meet the needs of the Company
- Centre operations are efficiently and cost effectively administered
- Current and future Centre needs are well planned and budgets are established and maintained
- Effective business relations exist with vendors, contractors, and trade professionals
QUALIFICATIONS
EDUCATION/CERTIFICATION:
- Matric
- Additional related maintenance and Centre management training preferred
REQUIRED KNOWLEDGE
- Excellent understanding of Centre management procedures
- Knowledge of budgeting, service contracts, and leasing agreements
EXPERIENCE REQUIRED
- Five or more years of related experience, with at least two or more years of supervisory experience
SKILLS/ABILITIES
- Excellent leadership abilities
- Able to organize, coordinate, and direct team activities
- Strong problem solving skills
- Good communications skills
- Able to use all related maintenance equipment and computer applications
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POSITION PURPOSE
- Responsible for planning, organising, and directing the activities of the Centre. Oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Develops and implements departmental policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality and follow the procurement policy. Keeps Senior Management well informed of area activities and significant problems. Trains, directs, and appraises assigned personnel. Ensuring that all Broll online data is loaded and maintained on a day to day basis as well as compliance with the prescribed ISO procedures.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for the planning, development, and implementation of effective operations management policies, procedures, and planning.
- Assists Senior Management in developing short and long term goals and plans. Assists with long term budget projections.
- Executes established operational goals and ensures that corporate wide plans are complemented and supported.
- Assists in developing policies and procedures for Centre operations. Conducts periodic reviews of existing policies and procedures to ensure maximum efficiency.
Assumes responsibility for the effective operations management of the Centre and facilities.
- Coordinates and arranges third party services of maintenance contractors, suppliers, vendors, etc. Deals with contractors on daily basis.
- Liaises with tenants with regards to operational problems.
- Responds to emergency call outs.
- Day to day running and control of:
- Tenant complaints
- Security
- Air Conditioning
- Cleaning, Electrical, Plumbing etc.
- Authorises of invoices for payments.
- Issues tender documents.
- Calculates operational costs for charge out to the tenants nsure recoveries where appropriate
- Manages space planning. Ensures that the Centre layout will accommodate present and future operational and space requirements.
- Conducts periodic inspections of facilities, assesses problems and needs, and implements improvements in operations as appropriate.
- Coordinates maintenance activities. Ensures that facilities are clean, well maintained, and in good repair. Directs preventive maintenance procedures as appropriate.
- Ensures that Centre operations are in compliance with established procedures, policies, regulations and codes.
Assumes responsibility for the security of all the Centre facilities. Conducts scheduled inspections of security systems and implements improvements as necessary.
- Identifies security threats and develop action plans for the prevention of incidents
- Establishes and maintains security systems for the Centre and tenants
- Monitors shops and businesses and react on emergency calls
- Establishes and maintain security information network
- Liaisees with SAPS and local authorities
- Plans the manning of the center and manage guards on duty
- Determines the needs for security systems and equipment
- Communicates with tenants regarding security systems
- Develops and implements security devices
- Creates security awareness amongst staff, tenants and shoppers
- Compiles budgets and control expenditure
- Establishes emergency plans
Assumes responsibility for ensuring the efficient and cost effective administration of Centre operations.
- Develops and implements safety directives
- Completes financial forecasting duties, and generates and updates schedules for building expenditures.
- Creates safety awareness and trains staff in Health and Safety.
- Ensures compliance with legal regulations. Completes regular Occupational Health and Safety Act inspections and updates monthly reports as appropriate. Ensures that Occupational Health and Safety Act requirements are effectively implemented.
- Ensures that facilities operations are cost effective, efficient, and within established budget constraints.
- Oversees the procurement of furnishings and equipment in accordance with budget planning.
- Researches vendors, contractors, and suppliers to ensure that equipment and services are of acceptable quality, competitively priced, and delivered on time.
- Ensures that all maintenance agreements and leases are current.
- Ensures that billing discrepancies are promptly tracked and resolved.
Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.
- Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
- Acts as a liaison between the Company and external contacts.
- Ensures effective coordination of external services with Company operations.
- Obtains and conveys information as appropriate.
- Promotes goodwill and a positive image of the Company.
Effectively supervises Centre personnel, ensuring optimal performance.
- Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures. Discusses areas needing improvement.
- Assigns and coordinates personnel. 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.
Assumes responsibility for related duties as required or assigned.
- Ensures that work area is clean, secure, and well maintained.
- Completes special projects as assigned.
- Reports on Operational expenses, foot traffic, security incidents etc.
PERFORMANCE MEASUREMENTS
- Good communication and coordination exists with departments. Assistance is provided as needed.
- Procurement policy is fully complied with.
- Senior Management is appropriately informed of area activities and of any significant problems.
- Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.
- Company facilities are well maintained and secure and meet the needs of the Company.
- Centre or Property operations are efficiently and cost effectively administered.
- Current and future Centre or Property needs are well planned and budgets are established and maintained.
- Effective business relations exist with vendors, contractors, and trade professionals.
- Ensuring that all Broll online data is loaded and maintained on a day to day basis as well as compliance with the prescribed ISO procedures.
- The Appointee undertakes that the working environment, entire Building and all areas to which public, workers, contractors and employees have access to, are kept in a safe and healthy condition being compliant with the Occupational Health and Safety Act 85/1993 as amended from time to time.
- The Appointee undertakes to enforce compliance on all contractors and consultants entering and performing their duties on the Buildings, even if they were appointed by a Tenant).
- The Appointee here acknowledges that delegated responsibility and undertakes to ensure that the Buildings at all times comply with the relevant stipulations contained in the OHS Act,
- The Appointee undertakes to promptly resort to their Manager (either telephonically, by e-mail, written report) all safety and security incidents that may impact on tenants, employees, contractors or members of the public without limitation to: injury, death, violence, vehicle accidents, armed robbery, abduction, kidnapping, hostage situations or any other similar criminal activity as well as damage or destruction of the structure or systems.
QUALIFICATIONS, SKILLS & EXPERIENCE
EDUCATION/CERTIFICATION:
- Matric.
- Additional related maintenance and Centre management training preferred.
REQUIRED KNOWLEDGE:
- Excellent understanding of Centre or Property management procedures.
- Knowledge of budgeting, service contracts, and leasing agreements.
EXPERIENCE REQUIRED:
- Five or more years of related experience, with at least two or more years of supervisory experience.
SKILLS/ABILITIES:
- Excellent leadership abilities.
- Able to organise, coordinate, and direct team activities.
- Strong problem solving skills.
- Good communications skills.
- Able to use all related maintenance equipment and computer applications
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POSITION PURPOSE
- Responsible for the management of the Property. Ensure investment growth and maximum income of the Property through effective property management and asset control. Develops related budgets, oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Develops and implements departmental and procurements policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality at the least possible cost. Keeps senior management well informed of area activities and significant problems.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
- Assumes responsibility for the effective operations management of the property and its facilities.
- Property Management
- Keep abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlord’s strategies
- Attend meetings / functions related to successful operation of Property i.e. SAPOA, CJP etc.
- Asset Management
- Control/schedule/implement regular preventative maintenance program in line with budget constraints
- Motivation of refurbishments, major repairs as appropriate
- Attend site meetings with contractors in respect of maintenance/expansion of projects
- Monitor progress
- Inspection / enforcement of tenant responsibilities during and on termination of lease terms
- Liaison with appropriate Government, Provincial and/or local authorities
- Responsible for Compliance of OSH Act
- Client Reporting
- Provide accurate information to client according to agreed format timeously
- Analysis of monthly income /expenses
- Monitoring of turnover rentals
- Analysis of operating costs on a quarterly basis in terms of the approved forecasts
- Monitoring of all municipal recoveries (and general recoveries) on a monthly basis
- Planning And Budgeting
- Preparation and completion of budgets by January each year
- Complete of forecasts timeously
- Review rental quarterly and ensure best possible rate achieved and maintained
- Assist in formulation of business plans for the unit
- 5 Year budget – preparation and control
- Quarterly review and monitoring results
- Quarterly Expenditure / Analysis
- Set and motivate capex /TI philosophy per building in consultation with client
- Approve TI standard specification as recommended by the Project Manager
- Approve capex within authority limits
- Ensure we conform to capex philosophy and procedures
- Estimate new operating costs
- Ensure recovery of operational costs in accordance with Lease terms
- Building Management
- Devise a five-year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the Assistant General Manager / Director
- Investigate/initiate proposals for refurbishments
- Maintain a hands-on control of projects in hand
- Review the building status/grade annually and maintain the standards within those grade
- Ensures compliance with legal regulations. Completes regular OSH inspections and updates monthly reports as appropriate. Ensures that OSHA requirements are effectively implemented
- Debtors Management
- Monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and approve legal action
- Creditors Control
- Responsible for Management:
- Arrears
- Legal action
- Write-offs
- Parking Management
- Monthly / ad hoc interaction meetings all parkades
- In conjunction with the responsible person for parking, maintain accurate control of “in house” operated parkades
- Tenant Manager
- Deal with correspondence / interaction with tenants as required.
- Ensure that leases are timeously renewed and all vacant space is let and in a presentable state.
- New Tenants
- Determination and recommendation of letting mandates (i.e. rental levels, installation cost etc.)
- Lease negotiation and maintenance of tenant relationships.
- Control of new leases and records of same
- Control / oversee new installations (through technical manager where appropriate) including:
- Premises design
- Negation/liaison/control with/of professionals and contractors
- Sign off acceptance of complete premise
- Existing Tenants
- Renewal of Lease Agreement both direct and through Building Management where applicable
- Tenant liaison and public relations
- Control/arrangement of Centre promotions through merchants association/s or promotion committee/s
- Regular assessment of tenant’s turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties
- Expense Control
- Check and authorise payment of accounts
- Authorise cleaning, consumables, electrical and general maintenance orders
- Control wage and salary allocation
- Control municipal payments and recoveries there against
- Ensuring cost effectiveness and performance of contractors
- Assumes responsibility for the effective maintenance and reporting of financial records.
- Oversees preparation of monthly, annual, and other management reports.
- Assesses and reports on monthly performance against budgets.
- Prepares and motivates consolidated monthly reports for submission to client
- Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.
- Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
- Acts as a liaison between the Company and external contacts.
- Ensures effective coordination of external services with Company operations.
- Obtains and conveys information as appropriate.
- Promotes goodwill and a positive image of the Company.
- Effectively supervises Property personnel, ensuring optimal performance.
- Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures. Discusses areas needing improvement.
- Assigns and coordinates personnel. 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.
- Assumes responsibility for related duties as required or assigned.
- Ensures that work area is clean, secure, and well maintained.
- Completes special projects as assigned.
- Reports on Operational expenses, foot traffic, security incidents etc.
PERFORMANCE MEASUREMENTS
- Good communication and coordination exists with departments. Assistance is provided as needed.
- Senior Management is appropriately informed of area activities and of any significant problems.
- Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.
- Building/s are well maintained and secure and meet the needs of the Company.
- Property operations are efficiently and cost effectively administered.
- Current and future Property needs are well planned and budgets are established and maintained.
- Effective business relations exist with vendors, contractors, and trade professionals.
QUALIFICATIONS
- Education/Certification: Matric
- Additional related maintenance and property management training preferred
REQUIRED KNOWLEDGE
- Excellent understanding of property management procedures
- Knowledge of budgeting, service contracts, and leasing agreements
EXPERIENCE REQUIRED
- Five or more years of related experience, with at least two or more years of supervisory experience
SKILLS/ABILITIES
- Excellent leadership abilities
- Able to organize, coordinate, and direct team activities
- Strong problem solving skills
- Good communications skills
- Able to use all related maintenance equipment and computer applications
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POSITION PURPOSE
- Responsible for the effective management of the telephone switchboard and maintenance of a computerized database of telephone information. Performs switchboard operation service including receiving telephone calls, transferring the caller to the correct individual or department and taking messages. Receive all telephone calls in a friendly and professional manner. Answer calls timeously with no dropped calls. Deals with requests for information, takes accurate messages and passes them on correctly and efficiently, via email or according to the client preferred process. Responsible for the professional and efficient managing of visitors and consumers at reception. Receive all visitors to the organization in a friendly and professional manner at reception, ascertaining the purpose of their visit, directing them correctly and ensuring that the host receives them timeously. Perform a variety of clerical and administrative duties that support the business, including handling of courier and post. Management of the Boardroom, Reception and all functions related to this area.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
- Assumes responsibility for professional and efficient customer service
- Promptly accurately professionally and courteously receives 100% of all telephone calls and visitors to the organization
- Promptly accurately professionally and courteously assesses 100% of received calls/inquiries and directs and/or records and relays messages
Assumes responsibility for the professional and efficient management of reception tasks
- Proficient at using all features of the telephone system and voice mail
- Proficient at assisting visitors, clients, staff and consumers at the reception desk
- Ensures that the reception station is manned 100% of the time by two staff members
- Signs for deliveries when necessary and notifies recipients
- Manages and coordinates all boardroom bookings
- Calls and confirms boardroom bookings and adjusts the booking schedule as necessary
- Adheres to all booking confirmations and ensure that the room is properly prepared for the meeting
- All boardroom bookings must be followed up by reception via e-mail confirming the booking and all other requirements requested by the person that requested the booking
- Bring to the attention of the Broll Manager, AIG Occupational Health and Safety Officer as well as Jeannine Gates, any defaults, trends and problematic situations in order that it can be addressed. Act pro-actively
- Manages and monitors all boardroom functions and in conjunction with Cleaning and Canteen
- Manages and maintains all reception desk registers and provides weekly and monthly statistics
- Supports the facilities function with general administrative tasks, binding, post, courier, typing, etc.
Assumes responsibility for the professional and efficient management of switchboard
- Promptly, accurately, professional and courteously receives 100% of all telephone calls within 3 rings
- Assists the caller in determining the correct person or department with whom they wish to contact and assists with toll calls where speed and accuracy are essential
- Proficient in operating the switchboard and using all features of the telephone system and voice mail
- Proficient in answering questions regarding personnel and departments
- Answers incoming calls, greeting callers, providing information, transferring calls as necessary
- Route emergency calls appropriately
- Place telephone calls or arrange conference calls as instructed
- Ensures that the switchboard is manned 100% of the time.
- Ensure that the switchboard and reception areas are neat and tidy at all times
- Handling complaints and refers them to the correct department Taking messages and relays and routes written and oral messages ensuring the correct person receives the message
Assumes responsibility for reporting
- Prints monthly reports from switchboard system at the end of the last workday of the month and submits report to designated individual.
- Maintains a thorough working knowledge of and adheres to organization/project policies, regulations and procedures.
- Prints monthly report from postage/courier system at the end of the last workday of the month and submits report to designated individual.
- Maintains a thorough working knowledge of and adheres to organization/project policies, regulations and procedures.
Assumes responsibility for operational tasks, including courier and post
- Performs clerical duties, such as typing, proofreading, accepting orders, scheduling appointments, and sorting mail.
- Contacts security staff members when necessary.
- Answer simple questions about clients' businesses, using reference files.
- Performs routine office tasks necessary for the operation and presentation of a professional office
- As needed, assists with clerical tasks including typing, filing, proofreading, and maintenance of service logs and data entry.
- Ensures hand delivered postage system is operational and keeps supervisor informed of relevant needs.
- Receives all mail and claims receipts, logs these on the register and ensures they are signed for when collected
- Prepares and processes 100% of outgoing mail to include: accurate weighing; coding; sorting; affixing postage; properly addressing; and preparing certified/overnight/return receipt mail.
- Maintains knowledge of current postal regulations and services frequently used by the organization.
- Receives all couriered items and informs drivers of items for distribution internally
- Arrange collection of items that need to be couriered, completes the waybill and informs courier company of collection
- Draws up monthly stats regarding couriered items and forward information to the relevant department
- Ensures Reception, Boardrooms and visitors waiting area is in a neat and tidy condition at all times. Report any incidents or non-compliance in this regard.
- Informs supervisor in advance as to supply needs and if any equipment in these areas are not functioning properly.
- Assists in other duties as needed and directed.
Assumes responsibility for related duties as required or assigned.
- Ensures that all client requirements and processes are adhered to at all times
- Ensures that work area is clean, secure, and well maintained
- No food to be consumed at workstations.
- Executes special tasks as assigned.
PERFORMANCE MEASUREMENTS
- Answering and screening of incoming calls in a professional manner, upholding the client’s image when dealing with clients, visitors, staff and consumers on the telephone and in person at the reception area.
- Courier services and mail is managed timeously and professionally with no errors made
- Ad hoc duties are completed as and when required within the given time frame
- Ensures workstation is manned and operational in compliance with client required hours of operation
- Complies with site specific client processes and procedures
QUALIFICATIONS
Education/Certification:
- Matric (Senior Certificate)
- Certificate In Switchboard And Reception Management
Required Knowledge:
- Reception and Switchboard Management
- General Administration
- MS Office
Experience Required:
- 3 years relevant experience in reception and switchboard management
- 1 – 2 years admin assistant or secretarial experience
- Boardroom management
FUNDAMENTAL COMPETENCIES:
Personal competencies:
- Approachable and presentable at all times
- Must be punctual and reliable
- Must have a positive disposition and personality
- Must be energetic
- Results oriented
- Attentive to detail
- Stress tolerant - Able to work under pressure
- Basic computer literacy
- Good written communication
- Sound judgment and excellent telephone etiquette.
Intellectual competencies:
- Service delivery skills
- Customer /Client focused
- Ability to deal with ambiguity
- Interactive reasoning
- Good understanding of client’s processes
- Well organised – ability to plan and schedule
Interpersonal competencies:
- Work as a team and partnering
- Relationship building
- Excellent oral communication
- Good listening skills
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POSITION PURPOSE
- Responsible for the assisting in the management of the Property. Assist in ensuring maximum income of Property through effective property management. Assists in the development of related budgets, oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Implements departmental and procurements policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality in compliance with procurement policy. Keeps management well informed of area activities and significant problems.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for the effective operations management of Property and facilities
1. Leases:
- Negotiates certain leases/renewals as prescribed by manager, including parking bays
- Prepares lease document
- Ensures correct revenue stamping
- Ensures correct signatories in place
- Records tracking of document until completion
2. Reports:
- Ensures that accurate tenant schedules are maintained for each building
- Vacancy schedule is updated and copied to each member of staff
- Compilation and presentation of the above with the building financial details and general information, to form the monthly client report
- Compiles monthly management report pack
- Ensures that deadlines are met
3. Financial:
- Assists portfolio manager with all aspects on the income and expenditure annual budget.
4. Tenant liaison:
- Checks prospective tenant details via credit bureau for adverse information
- Ensures that all relevant documents e.g. I.D. book/company registration etc is attached to the application
- Advises tenant within 24 hour period if their application is accepted or declined
- Confirms initial payment before the lease agreement is drawn up
- Advises building supervisor – arranges for signage/keys/parking disc etc.
- Amends vacancy schedule
- Updates tenant schedule
5. General:
- Broker liaison
- Tenant correspondance
- Annual turnover tracking & calculations
- Utility recons & schedules
- Filing/ archiving
- Annual audit preparation
- Tenant complaints
- Contracter liaison
6. Facilities
- Captures, records, follow up all faults with Facilities / Operations Manager
- Captures, records, follow up on Suppliers recommendations loading and updates
- Captures , records, follow up on Purchase Orders, Invoices and any Supplier Reconciliatons.
- Prepare, capture, records, follow up all Capital Expenditures and reconciliations thereof.
- Assists with Budgets and Forecasts
Assumes responsibility for the effective maintenance and reporting of financial records.
- Oversees preparation of monthly, annual, and other management reports.
- Assesses and reports on monthly performance against budgets.
- Prepares and motivates consolidated monthly reports for submission to client
Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.
- Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
- Acts as a liaison between the Company and external contacts.
- Ensures effective coordination of external services with Company operations.
- Obtains and conveys information as appropriate.
- Promotes goodwill and a positive image of the Company.
Effectively supervises Property personnel, ensuring optimal performance.
- Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures. Discusses areas needing improvement.
- Assigns and coordinates personnel. 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.
Assumes responsibility for related duties as required or assigned.
- Ensures that work area is clean, secure, and well maintained.
- Completes special projects as assigned.
- Reports on Operational expenses, foot traffic, security incidents etc.
- Public Relations: Assistance to the PR / Marketing functions
- Preparation for meetings and liaison with all parties
- Minute taking and reporting
PERFORMANCE MEASUREMENTS
- Building/s are well maintained and secure and meet the needs of the Company.
- Property operations are efficiently and cost effectively administered.
- Reports are complete, accurate, and delivered on time according to schedules
- Good communication and coordination exists with departments. Assistance is provided as needed.
- Senior Management is appropriately informed of area activities and of any significant problems.
- Effective business relations exist with vendors, contractors, and trade professionals.
- The Appointee undertakes to enforce compliance on all contractors and consultants entering and performing their duties on the Buildings, even if they were appointed by a Tenant).
- The Appointee here acknowledges that delegated responsibility and undertakes to ensure that the Buildings at all times comply with the relevant stipulations contained in the OHS Act,
- The Appointee undertakes to promptly resort to their Manager (either telephonically, by e-mail, written report) all safety and security incidents that may impact on tenants, employees, contractors or members of the public without limitation to: injury, death, violence, vehicle accidents, armed robbery, abduction, kidnapping, hostage situations or any other similar criminal activity as well as damage or destruction of the structure or systems
QUALIFICATIONS, SKILLS & EXPERIENCE
EDUCATION/CERTIFICATION:
- Matric.
- Additional related maintenance and Property management training preferred.
- Qualification in Property Management (SAPOA courses, SACSC, WPN) is beneficial.
- Bsc in Property Studies or similar qualification is beneficial.
REQUIRED KNOWLEDGE:
- Excellent understanding of Property management procedures.
- Knowledge of budgeting, service contracts, and leasing agreements.
EXPERIENCE REQUIRED:
- Five or more years of related experience, with at least two or more years of supervisory experience.
SKILLS/ABILITIES:
- Excellent leadership abilities.
- Able to organise, coordinate, and direct team activities.
- Strong problem solving skills.
- Good communications skills.
- Able to use all related maintenance equipment and computer applications.
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POSITION PURPOSE
- Responsible for maintaining the Utilities investigation municipal charges processes. Manages Utilities Investigations functions to ensure conformance with established standards. Coordinates closely with customers and ensures that the Company’s professional reputation is maintained. Organises, directs, and coordinates Utilities office workflow. Monitors Utilities policies and functions, recommends improvements, and ensures that functions are completed in accordance with established procedures. Completes required reports and records. Assigns, supervises, and appraises Utilities personnel.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for ensuring the integrity, accuracy, and timeliness of Utilities Recoveries functions for an assigned Portfolio.
- Liaises with Portfolio Managers.
- Liaises with UM Company as needed
- Investigates variances and questions on municipal accounts:
- Researches and resolves discrepancies
- Release accounts on system for approval (Only when queries arise)
- Identify and address expenditure abnormalities with council
- Identifies income abnormalities
- Responsible for opening and closing of accounts @ local authorities
- Ensures that Council Utilities accounts are properly reconciled and invoiced each Utilities cycle. Pulls and reviews Utilities status reports. Identifies and resolves Utilities problems or delays.
- Audits Utilities processes for accuracy and efficiency. Verifies reconciliations and explains or resolves variances.
- Ensures that reports, records, and related documentation are completed in accordance with Company policies and procedures.
- Maintains a filing system, keeping the filing tidy and filing for all the regions
- Manages current expense files, by dividing them by the account numbers and stand numbers
- Opens new building files.
- Verifies data captured. Releases accounts on the system for approval.
- Liaises with Councils, in writing, and telephonically) with regard to queries, and billing discrepancies, contacting of councils for discrepancies on buildings
- Assists with refund applications, and opens and closes new accounts
- Performs duties in accordance with established Company policies and procedures.
- Ensures all prepaid accounts are managed, paid timeously, monitored and no cut offs happen
Assumes responsibility for the effective distribution and communication of information.
- Receives and processes mail from clients. Reviews, records, and distributes paperwork.
- Maintains regular contact with management and other departments to obtain information and/or to correct transactions. Monthly meetings to be held with portfolio
- Receives client information. Analyzes information and determines if revisions must be made. Records information. (on recovery schedules)
Assumes responsibility for the accurate, thorough, and timely completion of related reports, records, and documents.
- Prepares and oversees preparation of various documents. Maintains customer activity reports. Reviews, researches, and resolves outstanding invoices.
- Compiles monthly reporting pack. Monthly management reports include:
- Query investigation status
- Investigation status report
- Due dates met
- Does and Reviews reconciliations on municipal accounts as required by Financial Manager
- Researches and resolves outstanding payments or overpayments. (Only when queries on account)
- Reviews and inputs program changes as needed in utility investigations and recoveries / income comparisons
Assumes responsibility for establishing and maintaining effective communication, coordination, and teamwork with Company personnel and with management.
- Coordinates functions with related departments, regional offices, and headquarters.
- Assists and supports Company personnel as needed. Responds to questions and information needs.
- Keeps management informed of area activities and of any significant concerns.
- Assumes responsibility for establishing and maintaining effective business relationships with local authorities, and clients.
- Obtains and conveys information as needed.
- Ensures that clients’ requests, questions, and problems are promptly and courteously resolved.
- Ensures that professional, high quality customer service is provided.
- Ensures that the Company’s professional reputation is maintained and projected.
- Maintains effective working relationships with vendors to ensure that cost effective and appropriate services and supplies are provided as needed.
- Investigates and permanently resolves client complaints.
Assumes responsibility for related duties as required or assigned.
- Ensures that work areas are clean, secure, and well maintained.
- Completes special projects as assigned.
- Attends meetings as needed.
PERFORMANCE MEASUREMENTS
- Utilities documents, reports, and records are accurate, complete, and timely and filed properly. An optimum turn around time in Utilities is maintained.
- Discrepancies and variances in information are promptly researched and permanently resolved. Adjustments and reconciliations are made as needed. Suggestions for continual improvements are made so similar problems are avoided.
- Management reports, payments are timeous, accurate and complete.
- Utilities functions are completed in accordance with established policies and procedures.
- There are no cutoffs of any services due to delayed payments or outstanding queries
- Utilities personnel are effective, efficient, and well trained. Assistance and support are provided as needed. Performance appraisals are conducted as required.
- Positive, professional business relationships exist with vendors and customers. Superior customer service is consistently provided and the Company's professional reputation maintained.
- Good coordination and working relationships exist with related departments and units. Assistance is provided as needed.
QUALIFICATIONS, SKILLS & EXPERIENCE
Education/Certification:
- Matric
- Short courses relating to utilities.
Required KNOWLEDGE:
- Basic understanding of computer operations and accounting.
- Basic knowledge of overall Company operations.
- Basic knowledge of utilities operations and duties
Experience Required:
- At least 2 years of basic office experience.
- At least 2 years of related experience in similar role, as Utility Manager.
- Property experience is beneficial.
Skills/Abilities:
- Well organized and attentive to detail.
- Customer and service orientation.
- Good math and problem solving skills.
- Able to train and supervise others.
- Strong communication abilities.
- Able to use PC, fax, phone, and other basic business equipment.
- Good Relationships exist with Council(s)
Method of Application
Use the link(s) below to apply on company website.
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