Jobs at Growthpoint Properties

Duties and responsibilities

• To optimise the life span of the buildings by determining the maintenance requirements and creating a maintenance plan within the allocated timeframes at optimal costs while continually re-evaluating.
• To manage the implementation of planned maintenance activities and ensure ongoing execution by project managing the entire process.
• To provide technical and operational support and assistance to the Portfolio, Centre, and Operations Managers. 
• To ensure compliance to statutory regulations, policies, and procedures by conducting inspections and liaising with tenants to assist with non-compliance.
• Monitor BO installations, take-on inspections, and take-back inspections.
• To project manage the refurbishments, redevelopments, additions, and redecorations of buildings.
• To manage and coordinate staff activities and deliverables (Operations, Assistant Ops Managers and Handymen), by ensuring compliance to policies, upskilling staff, and effectively using the company performance and development management system. To share all relevant information with the team as well as provide support (answering queries and providing advise).
• To perform administrative functions such as issuing of orders and processing of invoices in accordance with the company procurement policy.
• To liaise with clients, responding to queries in quick turnaround times and generally manage the client-landlord relationship.
• To effectively manage service providers, to ensure effective and efficient service delivery in a cost-effective manner and in line with good business practices.
• To conduct building inspections to ensure standards are maintained.
• To identify opportunities to optimise the performance and efficiency of the building (i.e., water saving initiatives – greening initiatives) and to ensure the delivery of high value-add recommendations.
• To monitor, investigate and report on optimum recoveries on all utilities, including the required meetings.
• To ensure procedures are in place to mitigate and manage risk, ensuring buildings are compliant to prescribed legislation, implement corrective action when required.
• To ensure timeous and accurate report writing.
• Preparation, Implementation, monitoring, and reporting on capex and OPEX budgets.
• Ensure proactive life cycle management of all assets within the Portfolio.
• Ensure year on year proactive maintenance planning of all assets within the Portfolio.
• Oversee RIMS proactively with the Ops team.
• Oversee Growthpoint Maintenance Service Desk effectively and drive Statutory and Preventative schedules. Managing reports & follow up.
• Procurement – Align supplier management / procurement with GPT objectives.
• Track SLA’s and ensure implementation thereof.
• Oversee Asset Register with Ops Managers.
• Oversee Roof Schedules in conjunction with Ops Managers.
• Oversee Sprinkler schedule in conjunction with Ops Managers.
• Oversee SAPOA Records and Property Information schedules.
• Oversee Small Works Rates and facilitate the small works RFP.
• Assist in the recruitment of technical staff for the sector.
• Manage Performance management and KPIs of service providers.
• Share knowledge and information across sectors and regions in improving collaboration.
• Leverage technology advances to ensure best practice implementation within the Portfolio.
• Assist with sustainability plan and roll out of initiatives.
• Ability to read and track income statement movements, including analysis of accounting transactions.

Requirements
Experience & Qualifications

• BSc. Property Construction Studies / FM Management Degree and five years of experience with a technical tertiary institution such as a QS, Architect.
• Green Building Accredited Professional or a relevant Built Environment Certificate plus minimum 10 years’ Facilities and Built Environment experience.

Competencies

• Computer literate (full MS suite), advanced Excel skills.
• Computerised Maintenance Management Systems (CMMS).
• Excellent verbal and written communication skills.
• Well-developed interpersonal skills.
• Budget management and report writing skills.
• Project and Time management skills.
• Technical building maintenance skills.
• In depth understanding of market trends.
• Strong organizational abilities, accuracy, and attention to detail.
• Knowledge of safety, fire, and emergency procedures. 
• Knowledge of Occupational Health and Safety Act and relevant legislation and regulations.
• Knowledge of SLA’s and lease agreements.
• Knowledge of basic technology in building (electrical, plumbing and construction).
• Knowledge of mechanical and air-conditioning systems.
• Knowledge of day-to-day operations, including hard and soft services.
• Knowledge of strong accounting principles is a prerequisite.
• Ability to implement COE standards and procedures.

Personal Attributes

• Professional team player.
• Intelligent self-starter who shows initiative and ability to work autonomously / with little guidance.
• Flexible and adaptable with an ability to multi-task.
• Hard worker who works well under pressure and is deadline focused and results driven.
• Assertive and tenacious.
• Leadership qualities.
• Exceptional working relationship builder at all levels, with a consultative approach.
• Able to take personal criticism and thrive in an environment that frequently questions and challenges.

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Purpose of the Job:

• Ensure that the house-keeping or general maintenance of the building/s and other Handyperson duties are undertaken with respect to Growthpoint’s planned maintenance and emergency work programme.

Key Performance Areas:

• Ensure that compliance is maintained within required building and statutory regulations and Growthpoint standards.
• Maintenance of efficient responses/feedback to complaints/queries received from tenants.
• Carry out general maintenance or housekeeping duties as directed by work instructions.
• All administration/correspondence and follow up functions related to the position.
• Manage and respond timeously to technical complaints and queries received from clients

Requirements

Education:

• Matric 
• Handyperson Course Certificate 
• Driver’s license.
• A relevant trade qualification will be advantageous.

Experience:

• 1 – 3 years relevant experience.
• Plumbing maintenance experience is highly preferred  

Knowledge:

• Basic knowledge of the methods, material, tools, equipment, safety hazards and the safety precautions used in building management (Appropriate use of tools and experience in using them is necessary) 

Job Specific Skills:

• Painting
• Tiling
• Electrical
• Other general Handyperson skills

Competencies:

• Basic literacy skills (read and write English)

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Purpose of the Job

• To provide accounting activities related to the Office Portfolio by ensuring all income and expenses are accurately accounted for monthly.

Key Performance Areas

Financial Planning

Annual budget preparation

• Reporting and validating year on year movements, providing supporting calculations and support to business owner.
• Provide and validate accurate and complete TI and Broker comm amortisation figures.
• Review and provide precise comments on utility budget figures.

Monthly rolling forecast @ building level

• Reporting, validating and commenting on monthly movements by providing supporting calculations and support to business owner.
• To process the monthly income and expense forecast as accurately & efficiently as possible in conjunction with the Property Management Team.

Financial accounting and reporting

• Monthly reporting on Income Statement
• Monthly analysis of income and expenses by ensuring ledger integrity inclusive of accurate allocations, raising accruals & any other adjusting journals where required to ensure accuracy, validity and completeness of all transactions in conjunction with Property Management Team.
• Review and ensure accurate allocation of capital expenditure.
• Determine and process TI and Broker Comm provisions and amorts for new deals.
• Ensure accurate monthly pushdowns are completed for co-owned buildings by set deadline date.
• Monthly reporting on Income Statement, utilities and variances to budget demonstrating a clear understanding of the underlying metrics, taking responsibility for the accuracy of the income statement to be completed by set deadline date.
• Present financials at monthly asset management report back meetings.

Monthly reporting on balance sheet including materials balances.

• Balance sheet recons to be completed by the deadline date set. Review and resolution of queries to be done at the monthly meeting held with the Sector Accountant.
• Saving of adequate supporting documentation for audit purposes.

Ad hoc

• Operating cost and utility recoveries
• Full recovery in line with assumption and/or agreements incl. but no limited to Solar and Water Back-up, Diesel & Maintenance Team, Variable Ops, Gas and any other recoverable expenses.
• Power BI 6 monthly accruals to be done at half year and year end.
• Preparation and finalization of Adjustment Accounts on sale of buildings including ensuring closure of council accounts and refunds of credit balances.
• Liaising with auditors to ensure effective audit process.

Development of Financial reports/spreadsheets

• Income forecast and accruals schedules to be set-up/updated at the beginning of each financial year based on new approved budgets.
• Core Portfolio and Utilities reports to be set-up at the beginning of each financial year.

Participating in bi-annual performance discussions based on agreed KPI’s.

Additional duties as required by managers or business.

Protection of Personal Information Act

• Compliance with the POPI Act and the Growthpoint policies and procedures
• Become familiar with the Growthpoint POPI policies and procedures. No breach of protection of personal information.

Requirements

Knowledge

• Property Management
• Accounting
• Utility Management
• Excel
• MRI

Job Specific Skills

• Critical Thinking
• Organizational Skills
• Multitasking
• Independent working mostly
• Analytical
• Time Management
• Ability from time to time to work outside the scope of Job Description
• Excel Proficiency
• MRI
• Accounting/Budgets and Property Management
• Data Analysis
• Ability to handle conflict
• Accountability

Competencies

• Ability to manage your own time and work extended hours when required
• Collaborator
• Flexibility and ability to multi-task
• Ability to meet deadlines
• Strong organizational abilities
• Accuracy, consistency and attention to detail
• Proficient in Excel

Experience

• At least 3 years relevant working experience

Education

• Diploma or degree in accounting or similar

Internal Liaison

• Accounts Payables & Procurement, Utility Department, Property Management Team, Asset Managers, General Managers, Credit Control, Finance Team.

External Liaison

• Auditors, Council, Suppliers.

Level of Decision Making

• Mid-Level Decision Making: Involves financial forecasting, budget adjustments, and regular financial reporting.

Level of Problem Solving

• Level 4 – Identify Problems and come up with a solution.

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Purpose of the Job

• To coordinate and maintain the supplier database process for the Companies’ procurement. To ensure Supplier compliance with internal policies and procedures, while maintaining an accurate and up-to-date supplier database.

Key Performance Areas

Vetting and Loading of all new suppliers

• On approval of new vendors, ensure that an end-to-end process is followed in EFTsure with the vendors to be uploaded and approved in line with the procurement rules and policy.

Stakeholder Engagement

• Engage with the business on the requests for new suppliers and ensure all compliance documents and relevant motivations are in place.
• Engage with suppliers on required and expired documents and/or queries.

Supplier Database Management

• Update and maintain supplier contact information, certifications, and performance records.
• Ensure supplier data is compliant with internal systems and regulations.
• Conduct routine data clean-up to ensure database accuracy and maintain data integrity.

Supplier Compliance Monitoring (Non-Contractual Suppliers)

• Maintain compliance documents for non-contractual suppliers.
• Maintain the vendor database ensuring it is always updated with up-to-date compliance documents

Supplier Communication & Relationship Management

• Serve as the point of contact for supplier queries and concerns.
• Coordinate and resolve supplier issues / queries.
• Maintain positive relationships with key suppliers to ensure ongoing collaboration and continuous improvement.

Document Control & Record Keeping

• Ensure that all procurement-related documentation is stored properly (e.g., contracts, performance reports).
• Maintain up-to-date supplier certifications and compliance documentation
• Track and organize all procurement related paperwork in compliance with company and regulatory requirements.

Requirements

Knowledge

• Supply Chain Management in procurement background
• Understanding of procurement technologies and systems.
• Familiarity with methodologies to identify and implement process improvements within the procurement function.
• Procurement Regulations and Policies

Job Specific Skills

• Very strong administration skills
• Able to prioritize tasks
• Attention to detail
• Proficiency in relevant procurement software and data management systems.

Competencies

Professional, assertive, and driven

• Detail oriented
• Able to cope under pressure.
• Team player
• Exceptional relationship builder at all levels, with a consultative approach
• Intelligent self-starter, showing initiative and ability to work autonomously
• Able to thrive in an environment that frequently questions and challenges
• Hard worker who works well under pressure and is deadline focused and results driven
• Adaptability and continuous improvement mindset as competencies, emphasizing the importance of staying updated with industry trends and best practices.

Experience

• 2 Year experience in office administrative duties / Procurement vendor administration

Education

• Matric, or Administration/Procurement Qualification

Internal Liaison

• Procurement Contract Managers,
• All relevant departments within the organization,
• IT Department
• RFP team

External Liaison

• EFTsure Support Team
• Suppliers