Jobs Available at Capital Land

Reporting to the Accountant 

• Assist with the arrears process and provide support to the legal department. 
• Draft and send Letters of Demand. 
• Negotiate, draft and conclude settlement agreements. 
• Produce arrears reports and present reports to legal advisor on a monthly basis. 
• Provide support to external legal representatives by providing leases, tenant transaction histories and other documents in support of legal process. 
• Refer major disputes to leasing/financial/legal function as required. 
• Assist with tenant queries, and escalate to finance/leasing/legal if necessary.
• Check tenant terms against lease and refer all technical queries relating to interpretation of lease agreements to legal department. 
• Ensure strict adherence to arrears management policy. 
• Ensure accuracy of all tenant information and supplier information on MDA and propose required adjustments to the Accountant. 
• Communicate with Centre Managers and leasing/finance on tenant queries. 
• Communicate with legal function on arrears as required. 
• Assist with the pre-billing file for each building to ensure accurate billings each month. 

CANDIDATE REQUIREMENTS 

• Must have excellent English language skills (speak, read, write); 
• Prior experience in debt collection and administration in the property management sector will be advantageous; 
• Be able to work in a team, follow company processes and take initiative when necessary; 
• MS Outlook essential, the candidate must be able to manage a high volume of emails and have a good grasp of email etiquette; 
• Experience working on MDA will be advantageous 
• Basic MSWord and MS Excel is sufficient; 
• Well-groomed, neat, flexible, reliable and organised. 

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PROCUREMENT

• Assist with completing administrative documents. 
• Compile cost analyses. 
• Research and source contractors for inclusion in the approved supplier list. 
• Compile and coordinate Vendor Application documents for legal and management approval. 
• Compile and coordinate procurement order documentation. 
• Ensure all quotes have been calculated correctly by the service provider. 
• Save all email correspondence and documents to the shared drive in the relevant folders. 
• Compile and coordinate payment packs (including tenant installation (TI) payment packs) and ensure that supporting documents are attached for approvals and payment submission. 
• Follow up on outstanding procurement orders for work to commence onsite. 
• Follow-up on onsite work completion with operations managers to close open orders. 
• Ensure compliance with the Procurement Policy at every stage of the process. 
• Check the Procurement Inbox regularly throughout the day and respond to urgent or emergency requests within 24 hours. 
• Draw up cost comparison reports in Excel for orders with multiple quotations 
• Utilise Excel templates for reconciling payments where the order has deposits and part-payments. 

MANAGEMENT OF THE BUILDING ASSET MANAGEMENT PORTAL 

• Verifying certificates after they have been loaded. 

GENERAL OPERATIONS 

• Assist the Operations Managers as required. 
• Organize files both manually and electronically for all operational areas of the business. 
• Provide operational reports as instructed. 
• Assist the operations team administratively, where required. 
• Provide guidance to other departments on operations related documents. 

Qualifications & Experience Required 

• Excellent English language skills (speak, read and write). 
• Strong administration skills and proven ability to work with electronic paper-trails. 
• The ability to read thoroughly, comprehend content, apply logic and action accordingly. 
• Self-driven work ethic. 
• Attention to detail is essential. 
• Strong organisation skills. 
• The ability to adhere to and be the custodian of the relevant company processes/policies. 
• Able to work in a team within the department as well as the wider organisation.
• MS Outlook essential. The candidate must be able to manage their own and the department Inboxes efficiently. 
• The candidate must have a good grasp of email and telephone etiquette and maintain professionalism in communication on all platforms. 
• Good working knowledge of MS Excel, and MS Word. 

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Key Responsibilities 

• Utility Expense and Recovery: Oversee and manage all functions related to utility expenses and recovery, ensuring efficient management and optimisation. 
• Staff Performance: Assess utility and expense recovery staff functions, conduct regular performance reviews, and ensure a positive team dynamic. 
• Service Provider Performance Tracking: Track utility management and MEP service provider performance to ensure services are delivered as per SLAs. Monitor and evaluate the performance of utility management and MEP service providers. Address all instances of non-performance. 
• Process Improvement: Proactively identify and implement initiatives to enhance utility and MEP management. 
• Data Collection: Ensure relevant utility and MEP data sets are collected for operational and sustainability reporting purposes. 
• Reporting: Compile and provide reports to the business on utility and MEP expense and recovery performance, highlighting any corrective actions required by either the service provider or internal teams. 
• Relationship Management: Manage and maintain strong relationships with service providers and suppliers. 
• Utility Account Management: Oversee the accurate and timely processing of utility accounts for payment and recovery. 
• Municipal Query Management: Ensure that municipal queries are actively and promptly addressed. 
• Generator Expense and Recoveries: Monitor and manage generator projects, ensuring ongoing operation, maintenance, and reporting on income and expenses. 
• Budgeting and Forecasting: Facilitate the budgeting and forecasting of utility and MEP expenditures and recoveries. 
• Tenant Account Queries: Handle escalated tenant account queries, as necessary. 
• Interdepartmental Liaison and Coordination: Liaise and collaborate with other business departments and functions to ensure the effective administration of utility and MEP management services. 
• Technical Support: Provide specialised technical support to property management teams, including centre managers, regional operations managers, and leasing and utility management teams. 
• Recovery Performance Analysis and Improvement: Analyse expenditure and recovery reports, identifying areas for improvement and action to maximise recovery of expenses from tenants. 
• Recovery Ratio Optimisation: Ensure that recovery ratios are optimised and maintained, managing any associated risks. 
• Consumption Optimisation: Analyse consumption patterns and benchmarks to optimise and improve the use of electricity, water, and waste, including operational and behavioural changes. 
• Performance Tracking: Track and report on the performance of implemented initiatives compared to projected returns. 
• Infrastructure Management: Manage and maintain infrastructure registers, audit reports, and diagrams. 
• Metering and Monitoring Oversight: Guide and, where necessary, oversee the installation of relevant metering and monitoring equipment. 
• Quotation Management: Obtain proposals and quotations from service providers through RFPs and/or RFQs. 
• Document Management: Manage filing, document storage, and access efficiently. 
• Initiative Implementation: Proactively identify and implement initiatives to improve the overall management of utilities and MEP systems. 
• Preventative Maintenance: Develop and implement preventative maintenance programs to ensure optimal performance and longevity of MEP systems. 
• Compliance: Ensure compliance with relevant regulations, codes, and standards of MEP systems. 
• Industry Updates: Stay updated with industry advancements and technological innovations related to MEP systems. 
• Policy Adherence: Ensure utility and MEP management-related policies are in place and strictly adhered to by the team and appointed service providers.

Candidate Requirements 

• Qualification in Mechanical, Electrical, Plumbing, or related Technical Services, Engineering, and/or Construction Management field. 
• Proven experience in mechanical, electrical, and plumbing systems in retail properties. 
• Strong knowledge of building codes, regulations, and industry standards related to mechanical, electrical, and plumbing systems. 
• Proficient in using relevant software and tools for system monitoring and analysis. 
• Excellent problem-solving and decision-making skills. 
• Strong communication and interpersonal skills to effectively interact with service providers and manage teams. 
• Ability to manage multiple projects simultaneously and prioritise tasks effectively. 
• Demonstrated leadership and team management skills. 
• Strong attention to detail and ability to work in a fast-paced environment. 

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OVERVIEW OF RESPONSIBILITIES 

• Manage the portfolio operations in a cost effective and efficient manner. 
• Effective management of Centre Managers and support staff at the centres. 
• Effective implementation, maintenance, monitoring and reporting on Policies, Procedures and Controls across the portfolio. 
• Effective education and training of centre management and support staff on Policies, Procedures and Controls. 
• Ensure that the Occupational Health and Safety Act, company security and fire protection requirements are implemented at all centres to ensure compliance across the portfolio. 
• Assist in identifying suitable service providers for various maintenance services and assist with strategic management of service provider relationships across the portfolio. 
• Overall responsibility for monitoring efficiency of operational contractors and service providers within the portfolio. 
• Oversee the performance of security, cleaning, refuse, landscaping/ gardening and other functions in line with contracts in place. 
• Oversee tenant relationships across the portfolio 
• Actively participate in community policing forums 
• Assist with community SRI initiatives, marketing and promotions where required.
• Provide necessary support to the leasing, marketing, legal, finance, procurement, HR and other head office and operations departments in line with processes in place and upon request on an ad hoc basis. 
• Perform maintenance and lifecycle management across the portfolio. 
• Assist with capital and high value maintenance projects and report on and monitor these projects to successful completion and handover. 
• Monitor and provide feedback on the quality of operations related reporting and adherence to operational procedures and protocols. 
• Strict adherence to the procurement policy.  

DETAILED RESPONSIBILITIES 

Audits 

• Visit each centre in the portfolio at least once per month. 
• Undertake a comprehensive audit of the site and all facilities once per month and complete a Site Inspection Report (“SIPA Report”) as required in terms of the Site Visit Protocol. 
• Ensure that required SIPA is accurately loaded on the Operations Portal and emailed, together with the site visit report, to head office as required in terms of the Site Visit Protocol. 

Tenants and Leasing 

• Undertake regular tenant meetings and discussions, with a particular focus on problem areas and strategically relevant tenants. 
• Provide support in tenant conflict resolution. 
• Support the centre managers in tenant arrears and leasing discussions as required. 
• Support the leasing function in tenant negotiations, and the leasing process. 
• Assist the leasing function in managing the ideal tenant mix. 
• Be aware of usage clauses in leases and monitor adherence to these clauses. 
• Notify leasing/ legal of non-adherence to usage clauses. 

Billing, Rent collection and Arrears Management 

• Complete pre-billing checks on a monthly basis and submit these as required in terms of the pre-billing process. 
• Review monthly arrear schedules received from Head Office. 
• Provide support and assist with the collection of the arrear rentals where possible.
• Escalate any items flagged by the Centre Managers on the ground in respect of arrear tenants and those tenants with operating concerns which may lead to arrears, to the Legal and Risk Manager. 

Budget and Financial Performance 

• Preparation of required maintenance budget for the portfolio for the forthcoming year. 
• Preparation of capital maintenance items required for the forthcoming year. 
• Provide input in respect of capital development requirements for the portfolio.
• Familiarise yourself with the approved budget for the portfolio and use this as the basis upon which procurement in effected. 
• Review the finance toolkit for the portfolio circulated by head office and understand variances in income and expenses to budget. 
• Manage the portfolio in a cost effective and efficient manner in line with budget. 

Security and Safety 

• Assess the evacuation/ emergency plan for each centre and ensure this is in place and distributed to all tenants. 
• Understand and provide training to the Centre Managers on the Emergency Procedures as per the Emergency Procedures manual provided. Ensure that the Centre Managers and security are familiar with this document. 
• Monitor short-postings on sites in the portfolio as reported by the Centre Manager and ensure these are deducted appropriately from invoices. 
• Report any incidents which occur immediately to the Head of Operations and Operations Executive in line with the 10 Step Security Protocol. 
• Conduct monthly meetings with security service providers to discuss strategy, performance and address concerns. Escalate concerns over services provided in line with contracts to the Legal and Risk Manager to formally address. 

Service Providers and Contractors 

• Ensure that all centres in the portfolio are cleaned to a high standard, gardens are well maintained and all other contracts are carried out to a high standard and in line with contract requirements. 
• Monitor short-postings on sites in the portfolio as reported by the Centre Manager and ensure these are deducted appropriately from invoices. 
• Regularly review the scope of work for key contracts in place at the centres and recommend proposed changes to improve efficiency, together with the Centre Managers. Changes to scope of work should be made in line with the contracts process. 
• Conduct monthly meetings with all key service providers to discuss current performance, areas of optimisation and proposed changes. 
• Report monthly on service provider meetings for discussion in quarterly strategic reviews. 
• Establish, plan, document and maintain building services solutions to ensure optimal and cost-efficient performance. 
• Assist the procurement department to source and maintain a register of credible contractors for various building maintenance requirements to ensure competitive pricing models and high quality of work. 

Maintenance, Lifecycle Management and Tenant Installations 

• Develop and maintain a suitable maintenance plan per building identifying preventative maintenance items which will require attention over the next 5 years. 
• Develop a method statement for monthly, quarterly, bi-annual and annual plant and equipment maintenance requirements. 
• Develop and maintain lifecycle management and cost plan per building. 
• Ensure that all properties in the portfolio, grounds, and equipment are well maintained and in good working condition. 
• Review the service schedule circulated by head office and ensure that orders for servicing of assets are issued timeously and all serviceable assets are serviced up to date. 
• Assess requirements and obtain quotes, together with the Centre Manager, for work below R20 000 and submit documentation required in line with the procurement policy and process. 
• Prepare scope of works for significant repairs and maintenance (>R20 000) and agree this with the Head of Operations before sending this to procurement to obtain quotes and prepare relevant documentation. 
• Assist the leasing department, upon request, with the scope and costing of tenant installations. 
• Oversee the implementation of all planned and unscheduled maintenance for the portfolio to the required level of quality. 
• Complete and sign off the Works Completion Document for completed work where required in terms of the procurement process. 
• Sign off invoices for work completed in line with authority limits in terms of the Delegation of Authority. 
• Assist the Centre Manager in managing approved service providers and ad hoc contractors to ensure approved works are carried out in a professional, safe manner. 

SRI Initiatives, Marketing, Media and Promotions 

• Review signage and generic branding on site and ensure that the Centre Manager has notified the marketing team at head office of any requirements for replacement. 
• Assess the quality of marketing campaigns and promotions at the centres and notify the marketing department of any areas of concern. 
• At every site visit check the promotions on site match the promotions schedule circulated by head office and ensure that Centre Manager has identified and reported any variances in line with the promotions policy. 

 House Rules 

• Ensure the Centre Manager: has signed house rules on file for all tenants, is familiar with these and manages the sites in the portfolio in accordance with the House Rules. 
• Assist the Centre Managers is addressing persistent non-compliance with the House Rules and if necessary, escalate these to the Legal and Risk Manager. 

Projects 

• Assist with scope and briefing to consultants or contractors on capital expenditure/high value maintenance projects 
• Report weekly to Head Office on current projects 
• Monitor projects through their life cycle 
• Ensure Centre Managers are updated and trained upon project handover. 
• Research and propose building specific utility efficiencies and improvement on environmental sustainability. 

Reporting 

• Audit and maintain the compliance register for each building. 
• Conduct regular audits on building procedures and protocols, and report on variances. 

DESIRED EXPERIENCE & QUALIFICATIONS 

• Provide a CV which demonstrates practical and relevant work experience and lists contactable references. 
• The candidate must have excellent English and Zulu/Seswati/Xitshonga language skills (speak, read, write). 
• A tertiary qualification in construction management, engineering, quantity surveying or similar is required. 
• The candidate must have their own reliable vehicle and be prepared to travel extensively. 
• The candidate should have a minimum of 2 years’ property management experience.
• MS Outlook essential. The candidate must be able to manage their email well and have a good grasp of email etiquette. 
• Proficiency in MS Word and MS Excel is essential. 
• The candidate must be well-groomed, neat, flexible, reliable and organised. 
• The candidate must be able to adapt to shifting job demands and deadlines. 
• Be able to work in a team, follow and implement company processes and take initiative when necessary. 

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DAILY CHECKLIST, ACTION LIST AND REPORTING 

• Complete the Centre Manager Daily Checklist (“CM Daily Checklist”) on a daily basis. 
• Document action items identified on the Action List on the Operations Portal as required in terms of the CM Daily Checklist. 
• Ensure all items required to be reported to the Regional Operations Manager in terms of the CM Daily Checklist are reported in line with instructions. 
• Accompany the Regional Operations Manager on his/ her monthly site visits and understand concerns identified and assist in rectifying issues noted. 

TENANTS AND LEASING 

• As the representative of the Landlord and Capital Land the CM is to communicate with tenants on a continuous basis and develop and maintain good working relationships with all tenants. 
• Meet with each tenant individually at least once per month and document feedback from these meetings to be filed in the tenant meeting file. Any issues raised or concerns should be escalated to the Regional Operations Manager. 
• Ensure that feedback from tenants is communicated to the Regional Operations Manager. 
• Place approved “To-Let” signs in the windows of vacant premises. 
• Cover vacant premises with approved window dressing/ window paper. 
• Show vacant premises to interested parties. 
• Assist leasing in obtaining signed lease documentation from tenants upon request. 
• Recommend changes to tenants’ premises when appropriate and manage the implementation of these changes when approved. 
• Obtain tenant monthly turnover figures timeously and submit these to the leasing department 
• ([email protected]) for capturing. 
• Conduct tenant take-back inspections, complete required tenant take-back forms and submit these to the leasing department. 
• Perform handovers of tenant premises in line with instructions from the leasing department and complete required documentation. 

BILLING, RENT COLLECTION AND ARREARS MANAGEMENT 

• Complete pre-billing checks on a monthly basis and submit these as required in terms of the pre-billing process. 
• Review weekly arrear schedules received from Head Office. 
• Visit tenants in arrears in order to determine whether problems exist which are creating the arrear rental situation and report back to the debtor’s administrators in respect of this. 
• Assist with the collection of the arrear rentals where possible. 
• Closely monitor tenants and advise the Regional Operations Manager and the Legal and Risk Manager proactively of potential problems which may lead to rental arrears. 

BUDGET 

• Provide input as requested on required maintenance and capital items for the forthcoming year to the Regional Operations Manager for inclusion in the annual budget. 
• Familiarise yourself with the approved budget for the centre and use this as the basis upon which procurement in effected. 
• Manage approved service providers and ad hoc contractors in line with budgetary constraints. 
• Attend to ad hoc repairs and maintenance which arise, the value of which is not to exceed R1 000. 

MAINTENANCE 

• Ensure that all buildings, grounds, and equipment are well maintained and in good working condition. 
• Review the service schedule circulated by head office and ensure that orders for servicing of assets are issued timeously and all serviceable assets are serviced up to date. 
• Manage the centre handyman where applicable. 
• Ensure that the handyman is dressed appropriately in uniform and is clean, tidy and presentable. 
• Ensure the handyman has a clear understanding of his duties and responsibilities on a daily basis. 
• Conduct daily walk about inspections of the property identifying and recording maintenance items which have arisen. 
• Where identified maintenance items are able to be completed by the handyman and/ or are within the R1 000 limit, attend to these items 
• In the case of more significant maintenance items, agree a scope of works with the Regional Operations 
• Manager and obtain quotes and complete expense approval form or send scope of works to procurement, depending on the expected cost of repairs in line with the procurement policy and process. 
• Manage approved service providers and ad hoc contractors to ensure approved works are carried out in a professional, safe manner. 
• Complete and sign off the Works Completion Document for completed work where required in terms of the procurement process. 
• Submit properly authorised invoices for completed work for payment to the relevant creditors’ administrator (if < R5 000) or Procurement Administrator (if >R5 000) 
• Not permit any works to be undertaken on the property whatsoever (including works undertaken by tenants) without the formal approvals as required by company procedures. 
• Not permit any unauthorized contractor on site without the formal approvals as required by company procedures. 
• Report any identified emergency maintenance items immediately. 
• Manage the generator fuel levels and complete order documentation for additional fuel requirements timeously to ensure that generators don’t run out of diesel. 
• Be available, on call, 24 hours a day, to respond to emergency maintenance, security and cleaning issues which may arise. 
• Manage the centre’s maintenance plan effectively. 

SECURITY AND SAFETY 

• Ensure the correct number of guards are in place at all times 
• Report missing guards to the area manager of the security company and insist on urgent replacement 
• Advise the Regional Manager of guards not arriving on site and record the days where the guarding company did not supply the correct number of guards in terms of the contract. The Regional Manager will then deduct the requisite amount in lin with the short posting. 
• Check the patrol reports of the night shift guards every morning by 9am 
• Check the operations book and sign same by 9am every morning 
• Understand, simulate and implement Emergency Procedures as per the Emergency 
• Procedures manual provided. 
• Report any incidents which occur immediately to the Regional Operations Manager. 
• Distribute the approved evacuation/ emergency plan for the centre to all tenants. 
• Circulate a list of emergency contact numbers to all tenants and have a list of such numbers clearly visible in the Centre Manager’s office. 
• Ensure all tenants have the Centre Manager’s cell phone number for emergencies.
• Ensure all staff and contractors on site have the required health and safety training and that the Centre complies with all health and safety regulations. 
• Should a CCTV system be present on site, the CM is to ensure that the system remains in good working order and that a service contract, as approved by Capital Land, is put in place to service the equipment from time to time. 
• CCTV footage is to be stored for the maximum time the current technology of the system allows. 

CLEANING, GARDENING, PEST CONTROL AND OTHER CONTRACTS 

• Familiarise yourself with the scope of work for all contracts in place at the centre. 
• Manage the cleaning, landscaping/ gardening, pest control and any other contractors at the Centre in line with the contract requirements. 
• Ensure the Centre is cleaned to a high standard on a daily basis. 
• Ensure the gardens are maintained to a high standard on a daily basis. 
• Communicate the Centre’s cleaning responsibilities to tenants and ensure the tenants understand their own cleaning responsibilities in terms of their lease agreement and house rules. 
• Ensure pest control contracts and all other contract work is carried out to a high standard. 
• Ensure that all staff on site are dressed in appropriate uniform and are clean, tidy and presentable. 

REFUSE COLLECTION AND DISPOSAL 

• Ensure the appointed refuse collection company performs its duties in line with contract 
• Ensure the correct number of waste personnel report for duty on a daily basis and report any short postings to the waste management company and Regional Operations Manager. 
• Ensure all tenants are aware of the procedures to be followed when disposing of waste. 
• Ensure tenants dispose of waste according to the requirements of their lease agreements and no waste from external locations is disposed of in centre managed waste areas. 
• Ensure restaurant fat traps and grease traps are regularly cleaned (in line with legislation). 

UTILITY MANAGEMENT 

• The Centre’s electricity and water meters will be read by a specialist Utility company on a monthly basis 
• The CM is to accompany the Utility company whilst they read the meters monthly 
• The CM is to assist with any questions in relation to electricity and water meters at the centre. 

SRI INITIATIVES, MARKETING, MEDIA AND PROMOTIONS 

• Provide feedback to the marketing team at head office in respect of identifying beneficiaries of SRI initiatives upon request. 
• Attend handovers in respect of SRI initiatives. 
• Coordinate marketing campaigns initiated by head office on the ground in line with instructions given. 
• Check promotions on site match the promotions schedule circulated by head office on a daily basis and report any variances in line with the promotions policy. 
• Assess signage and generic branding on site and notify the marketing team at head office of any requirements for replacement. 
• Assess the quality of marketing campaigns and promotions at the centres and notify the marketing department of any areas of concern. 

HOUSE RULES AND ADMINISTRATION 

• Familiarise yourself with the House Rules. 
• Ensure that all Tenants have been issued a copy of the House Rules specific to the centre. 
• Ensure that there is an up-to-date copy of the House Rules signed by each Tenant on file in the Centre Manager’s office. 
• Ensure that all Tenants follow the House Rules. 
• Identify areas of non-compliance and address these with the relevant tenants. 
• Where non-compliance continues, this should be escalated to the Regional Portfolio Manager and if non-compliance persists, escalate to the Legal Team. 
• Communication of non-compliance must be done and followed up in writing (email). 
• Ensure that all files and registers required to be in place at the centre, including the Fire File, Master File, 
• Security File, Tenant Inspection File, Roof Leak Register and any other files and registers requested to be put in place from time to time are in place and kept up to date. 

CRITERIA FOR THE APPOINTMENT 

• Minimum of 5 years’ centre management experience 
• Experience managing shopping centres in excess of 25 000m2 
• Proven track record as a centre manager 
• Contactable references 
• Experience in people management including centre staff and service providers 
• Understanding of and ability to manage building compliance requirements 
• Experience in managing building and site maintenance effectively and efficiently 
• Respect for and strict adherence to protocols and reporting requirements 
• Strong written and verbal communication skills 
• Experience in managing the relationship between the centre management and tenants as well as centre management and the public 
• Excellent administration skills and attention to detail