Job Vacancies at City Property Administration (Pty) Ltd

About the Job

• The purpose of the role is to perform general administration and support to the Portfolio Manager: Retail Operations and Retail department and to ensure portfolio administration is managed effectively.

General Functions

• Manage day to day administration for Portfolio Manager: Retail Operations (PFMRO) and assistance to Centre Managers (CMs)
• Basic office filing, copying, and scanning: COC’s, biometric reports, monthly reports, meeting agenda and minutes etc.
• Preparing, receiving, and distributing stationary orders
• Replenishing staff refreshments
• Roaming office calls: taking messages

Administrative Functions

• Preparation / typing of agendas, minute taking and timeous distribution for PFMRO meetings and Shopping Centre meetings packs
• Petty cash capturing for CMs
• Managing Retail template documentation on I drive
• Assist with typing of tenant correspondence as drafted by CMs
• Updating tenant and store manager contact details
• Assist with resolving of tenant queries.
• Ensure tenants trade in accordance with the lease agreement.
• Update and monitor Turnover schedule and trading densities.
• Updating utility (gas/water/elec.) meter numbers provided by CM/Maintenance Manager/Building Manager
• Parking leases: assist with parking administration / preparing and managing waiting list
• Exhibitions: preparing leases and instructions, assist with bookings and locations
• Yearly budgets: Assisting PFMRO and CMs with budgets preparations
• Income statement monthly expense detail on fixed monthly contracts only (variances)
• Assist with R&M schedule monthly comments
• Ordering of window wrapping for vacant offices
• Recordkeeping of insurance claims & Impairments
• Audits of refuse removal rates, recoveries related to HVAC, generator, and equipment maintenance (variances)
• Follow up of outstanding supplier invoices
• Obtaining cancellation confirmation for suppliers
• Assist with RFI manual job card documentation
• Entry inspections form managing and filing
• Customer case reports for PFMRO
• Recordkeeping of monthly inspection reports and providing reports to internal auditors
• Assist with logging jobs

Working conditions: 

• Centre based. Limited travel required.

Qualifications & Experience:
Matric - Required

• Administrative related qualifications - Preferred
• At least 3 years’ experience in an administrative role - Required
• Experience in Property and/or retail industry - Preferred

Skills & Knowledge Required:

• Good verbal and written communication skills required
• Good administrative and skills required
• Minute taking skills required

MS Office:

• MS Word – Basic
• Excel – Intermediate
• Outlook – Basic
• Knowledge of basic credit control / lease agreement / utilities - Preferred
• Knowledge of MDA System - Preferred

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.
• Independence – be self-directed and free from emotional dependency.
• 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.

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About the Job

• 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, preparation of budgets and assisting the finance manager 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. In order 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, bad debts provisions, R&M WIP provisions, etc.
• Understand and prepare VAT apportionment journals for mixed and residential buildings
• 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.
• Updating of monthly budget forecast.
• Attend each Portfolio meeting and provide assistance/information to portfolio managers and property managers to enable them to perform their function efficiently.
• Prepare and present monthly stakeholder packs for portfolio meeting.
• Maintain the monthly working papers where applicable.
• Prepare adjustment accounts on sale of properties.

Interim period & year end preparation

• Calculate the current and the deferred tax calculation, when required
• Assist to perform property valuations (Annually). Perform comparison to external valuations and resolve differences.
• Draft financial statements using Caseware/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.
• Correction of opening balances after audited financial journals have been done.
• Drafting of annual financial statements.

Attend to all taxes and VAT requirements during the year

• Complete calculations of provisional taxes.
• Submit the tax returns for provisional taxes.
• Complete the final tax return and make the necessary payments.
• Attend to all tax queries received from SARS within the prescribed timelines.
• Prepare and submit monthly VAT returns.
• Where the VAT Administrator compiles the returns, review the work conducted by the VAT Administrator, and ensure that the VAT return reconciles to the General Ledger and investigate any differences.

Team work

• Assist various stakeholders with adhoc finance related requirements.

Working conditions:

• Office Based. Limited travelling might be required.

Qualifications & Experience:

• BCOM Financial degree with major in Accounting required.
• Completed Articles at an Audit Firm or Accounting Firm (SAICA, SAIPA) required.
• Experience in management accounting, i.e. budgeting, monthly management accounts, forecasting required.
• Experience in Property and investments will be an advantage.

Skills & Knowledge Required:

• Knowledge of IFRS and IFRS for SMME’s required
• Sound Management Accounting abilities e.g. budgeting, monthly management accounts, forecasting, accruals and prepayments.
• Experience with drafting financial statements required. Knowledge of Draftworx/Caseware preferred.
• Knowledge of company tax, provisional tax and VAT and experiencing in completing returns, would be an advantage

MS Office skills:

• MS Excel - Advanced
• MS Outlook – Basic
• MS Teams – Basic
• Basic knowledge of MDA preferred

Personal Attributes:

• Problem solving – find solutions for resolving problems
• Reality testing and analytical thinking – 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.
• Effective communication – effectively communicate and present in meetings

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About the Job

Job Purpose:

• Ensuring reliable financial information, accurate management accounts and support to the Finance Executive and Financial Director (CFO) with particular focus on valuations, treasury management, financial reporting, acquisitions and disposals and property yield performance management.

Responsibilities

• Management Accounts and Financial Reporting
• Review and authorisation of financial transactions and payments.
• Detailed review of monthly management packs for the various portfolios within Octodec as well as the group.
• Investigate and resolve any significant variances and ensuring that these are rectified.
• Detailed review of the group consolidation, investigating and reconciling all significant line items to supporting calculations and documentation.
• Prepare the Group Annual Financial Statements and/or review subsidiary annual financial statements in accordance with IFRS as well as the interim reports and other related reports in accordance with all the legislation and regulations.
• Determine the accurate profit/loss on disposal of assets
• Perform due diligences on the assessment of acquisitions and disposals
• Assist the CFO/Finance Executive to in treasury management, including raising funding, management of lender relationships, risk management and debt listing requirements.
• Remain up to date with any developments with regards to IFRS and tax.
• Prepare the relevant reports for the senior financial manager and financial director for submission to the various board committees, in particular the audit committee.

Budgets 

• Ensure that the budgeting process is carried out timeously, that due process is followed and that budgets are accurately and realistically prepared.

Portfolio Valuation

• Perform portfolio valuation.

Tax & VAT 

• Complete and/or review the various tax returns for the group.
• Review and approve the VAT returns for the group.

Stakeholder Engagement

• Provide information to the various stakeholders for decision making and corporate functioning in a timely manner.
• Assist the business divisions and/or internal audit with the documentation or update of departmental business processes and procedures and/or review thereof.
• Engaging with the various business departments to resolve errors identified and provide guidance and training.

Staff Management

• Take responsibility for workforce planning for own department.
• Ensure fair allocation of workloads.
• Ensure job descriptions for each position are up to date.
• Take responsibility for new staff induction/training, development, coaching and mentoring.
• Manage employment relations (grievance, discipline, and poor performance) timeously.

Working conditions:

• Mostly Office Based. Limited travelling will be required.

Qualifications & Experience:

• Bcom Accounting qualification required and registered with a professional accounting body with any of the following designations - CA(SA), SAIPA, CIMA, AGA
• At least two years’ post articles experience in a commercial environment required
• Real Estate experience an advantage

Skills & Knowledge Required:

• Thorough knowledge of IFRS
• A good understanding of company taxation and VAT
• Computer literate (Excel: Advance)
• Excellent report writing skills
• Understanding of treasury management (intermediate)
• Valuations experience (intermediate)
• Financial Planning and Analysis

Personal Attributes:
Problem solving – find solutions when emotions are involved.
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.
Leadership – willingness to lead, take charge of situations, offer opinions and directions to others.
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.
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.
Self starter – be able to work on own and run with projects requiring critical and deep thinkings