Jobs at Broll

POSITION PURPOSE

Responsible for a variety of Trust administration related duties and support functions. Responsible for the daily receipting of tenant deposits. Provides miscellaneous assistance as required.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the daily receipting of tenant deposits.

• Imports daily bank statements
• Cash Deposit reporting
• RD Register
• Posting of tenant deposits daily
• Processing of Receipt journals
• Follows up on Unallocated Deposits
• Post Receipts of RD’s onto system
• Receipt journals (LL Distribution)

Assumes responsibility for establishing and maintaining effective communication and coordination with area staff and management.

• Assists with administration in other portfolios, when colleagues are on leave. Assists and act as substitution for area staff when on leave
• Keeps management informed of area activities and of any significant problems

Assumes responsibility for related duties as required or assigned.

• Assists with Landlord reports, checking of rent rolls
• Assist Senior Administrator with Trust Accounts
• Runs errands as requested
• Assists with special projects as assigned
• Ensures that work area is clean, secure, and well maintained

PERFORMANCE MEASUREMENTS

• Bank Statement imports are accurate and timeous
• Tenants deposits are received and posted on the system daily
• Cash deposits reported timeously
• LL Distribution RJ accurate and timeous
• Unallocated accounts are followed up and resolved
• RD Register up to date and transaction RJ accurate and timeous
• Good working relations exist with area staff. Assistance is provided as needed. Effective coordination and cooperation exists.
• Management is appropriately informed of area activities.

EDUCATION/CERTIFICATION:

• Bookkeeping

REQUIRED KNOWLEDGE:

• Knowledge of basic Department structure and work and information flow.

EXPERIENCE REQUIRED:

• General office experience helpful.

SKILLS/ABILITIES:

• Well organised.
• Good interpersonal and public relations skills.
• Cooperative and willing to assist others.

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POSITION PURPOSE

Responsible for lease administration as assigned. Keeps tenant records, deposit and lease fees accounts accurate and current. Completes related reports, summaries, and records, and performs related clerical duties.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the accurate and timely completion of assigned leasing administration functions, including:

• Terminates tenant accounts on instruction and notifies departments
• Captures journal entries:
  • Lease Fees & Deposits & appropriation of deposits
• Advises meter readers of changes
• Arrange invoices for tenants paying deposits/rental in advance
• Upload all relevant documents to BOL & send original lease for archiving
• Electricity & Water Adjustments – Notifies Utility Company, advises meter readers of tenant movements, Electricity & Water adjustments
• Send tenant copies of signed lease & offer
• Credit rating procedure

Assumes responsibility for the accurate and timely completion of assigned lease administration functions, including:

• Drafts and prepares leases
• Keep register of all lease movements
• Captures and Processes lease agreements via owner’s approval form
• Cedes leases
• Prepares, cancels and amends Lease agreements, Addenda and Suretyships
• Handles & checks deposits, bank guarantees & maintaining replacement bank guarantees & additional deposits, updating all reports accordingly
• Reconciliation of deposit account
  • Adhering to assigned deadlines & timelines as required
• Ensuring all processes in terms of lease tracking are adhered to

Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management

• Maintains regular contact with other departments to obtain information and/or to correct transactions (Liaise with Property Administrator on tenant movement)
• Assists Portfolio Management personnel as needed
• Keeps management informed of area activities and of any significant problems
• Attends and participates in management meetings & take minutes of such meetings

Assumes responsibility for related duties as required or assigned

• Completes special projects as assigned
• Any other duties related to loading and processing of lease renewals & administration thereof
• Update & maintain lease audits
• Update & maintain building lease profiles
• Upload monthly leasing reports for management packs
• Prepare monthly executive summary for reporting to leasing manager

PERFORMANCE MEASUREMENTS

• Lease documents, records, and reports are accurate, current, and timeously submitted 
• Good working relations exist with company personnel
• Good communication and coordination exist with Leasing Manager - Provide Assistance as and when required
• Management is appropriately informed of area activities
• Lease administration is completed in accordance with established standards, policies, and procedures

QUALIFICATIONS

• Education/Certification: Matric
• Good understanding of “Legal Leases”
• Basic understanding of accounting practices

SKILLS/ABILITIES

• Well organized and detail oriented
• Good math skills
• Excellent grammar and spelling skills in business
• Good attention to detail and accuracy
• Cooperative and willing to assist others
• Excellent communication skills
• Administration skills
• Dependable
• Self-starter
• Excellent computer skills
• Flexible
• Good interpersonal skills
• Able to use PC, calculator, and other basic business mechanisms

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POSITION PURPOSE

Responsible for planning, organising, and directing various Facilities Management activities. Ensures the effective management and integration of multi – disciplinary activities within the built environment and the management of the output i.t.o. the client and the designated workplace. Implements policies and procedures and ensures that all Facilities are in accordance with established health and safety regulations. Ensures that services provided are of acceptable quality at optimal cost. Keeps Senior Management and clients well informed of area activities and significant problems. Trains, directs, and appraises assigned personnel.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the planning, adaption, and implementation of effective Facilities management policies, procedures, and planning for the Broll Group.

• Assists Senior Management in developing short and long term goals and plans. Assists with client budget projections.
• Executes established operational goals and ensures that corporate wide plans are complemented and supported.
• Assists in developing policies and procedures for Facilities Management Facilities. Conducts periodic reviews of existing policies and procedures to ensure maximum efficiency.

Assumes responsibility for the effective management of the facilities.

• Procures and manages contractors in accordance with company policies
• Assists with the drafting of service contracts and agreements.
• Adapts and implements Service Level Agreements.
• Implementing reliability centered maintenance regimes.
• Management of operational hard and soft services.
• Management of staff and HR related activities.
• Advises on FM activities to senior Management and client
• Providing and sharing expertise required by other divisions within Broll.
• Report on weekly activities.
• Submit monthly and quarterly reports.
• Ensures client relationship management.
• Develops processes for effective site management.
• Ensures that the Facilities comply with established procedures, policies, regulations and codes with the parameters of acceptable Facilities Management practice

Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.

• Acts as a liaison between the Company and all stake holders.
• Promotes goodwill and a positive image of the Company.

Effectively supervises Facilities Management 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.
• 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 in line with company policy.
• Ensures that staffing levels are appropriate. Interviews, hires, and assigns personnel as necessary and in accordance with company process and client requirements.

Client Services

• Over and above the responsibilities related provision of Facilities Management services there is a management function of logistical support to events such as but not limited to:
• Event cleaning
• Eent security
• Relation H&S
• Vendors
• Police services
• Traffic

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.
• Facilities 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.
• Facilities Management are efficiently and cost effectively administered.
• Current and future Facilities Management needs are well planned and budgets are established and maintained.
• Effective business relations exist with vendors, contractors, and trade professionals.

EDUCATION/CERTIFICATION:

• Relevant post matric qualifications
• Additional Facilities Management qualification preferred.

REQUIRED KNOWLEDGE:

• Thorough understanding of Facilities Management.
• A good knowledge of budgeting, supplier management, management processes; space planning; planned maintenance; Staff management

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 network applications.
• Sound HR, finance social knowledge
• Good working knowledge of Microsoft Office suites