Latest Vacancies at Broll

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the effective operations management of Centre and Properties and facilities.

• Centre and Property 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.
• Devises 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 annually and maintain the standards within those grade

Clients Reporting

• Provides accurate information to clients according to agreed format timeously, including co-owned properties
• Prepare and Manage monthly management meetings including co-owned properties
• Analyses of monthly income / expenses
• Monitors turnover rentals
• Analyses of operating costs on a quarterly basis in terms of the approved forecasts
• Monitors of all municipal recoveries (and general recoveries) on a monthly basis

Planning and Budgeting

• Prepares and completes budgets by January each year
• Completes of forecasts timeously
• Reviews rental quarterly and ensure best possible rate achieved and maintained
• Assists in formulation of business plans for the unit
• 5 Year budget – preparation and control
• Quarterly review and monitoring results

Quarterly Expenditure / Analysis

• Sets and motivates Capex /TI philosophy per building in consultation with client
• Approves TI standard specification as recommended by the Project Manager
• Approves Capex within authority limits
• Ensures we conform to Capex philosophy and procedures
• Estimates new operating costs
• Ensures recovery of operational 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 approve legal action
• Credit Control and responsible for management of Arrears, Legal action and Write-offs

Parking Management

• Attends monthly / ad hoc interaction meetings for all parking areas
• In conjunction with the responsible person for parking, maintains accurate control of “in house” operated parking areas

Tenant Relations

• Deals with correspondence / interaction with tenants as require
• 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.)

Undertake lease negotiation and maintenance of tenant relationships

• Controls new leases and records of same
• Oversee Lease Administration
• Controls / oversees new installations (through technical manager where appropriate) including: Premises design, negation/liaison/control with/of professionals and contractors and sign off acceptance of complete premise

Existing Tenants

• Reviews lease agreements both direct and through building management where applicable
• Oversee Lease Administration
• Tenant liaison and public relations
• Controls/arranges centre promotions through merchant’s association/s or promotion committee/s
• Regular assesses tenants’ turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties
• 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
• Oversee Expense administration
• Customer liaison
• New Tenants
• Lease negotiation
• Maintenance of tenant relationships
• Existing Tenants
• Reviews lease agreements in line with pre-determined letting mandates
• Tenant liaison and public relations
• Plans, coordinates and controls centre promotions
• Records tenant turnover levels
• Public relations and Marketing
• Establishes and maintains sound public relations
• Attracts people to the centre
• Advertising Materials
• Motivates and assists tenants to improve their services
• Oversee Marketing of the Centre and Properties
• Grow Non-GLA Income and find opportunities hereof

Assumes responsibility for the effective repairs and maintenance of the centre and Property

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 O H S act and all other statutory requirements

Assumes responsibility for the security of all the Centre and Property 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

Assumes responsibility for the effective management reporting and 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
• Monitor monthly management reports
• Assess and report on monthly performance against budget

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.
• 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.
• Company facilities are well maintained and secure and meet the needs of the Company.
• Centre and Property operations are efficiently and cost effectively administered.
• Current and Property and future Centre and Property needs are well planned and budgets are established and maintained.
• Effective business relations exist with vendors, contractors, and trade professionals.
• Be able to manage and lead a team efficiently and lead the SA Corporate Western Cape Portfolio of Centres and Properties.

QUALIFICATIONS

• Education/Certification: Matric
• Additional related maintenance, Centre and Property management training preferred
• Diploma/Degree in Business Management/Property Management
• Related Property Courses

REQUIRED KNOWLEDGE

• Excellent understanding of Centre and 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

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RECEPTIONIST / OFFICE ADMINISTRATOR / PERSONAL ASSISTANT DUTIES:

• To provide administrative and secretarial support at our Centre Management office.
• The responsibilities are mainly focused on the front desk and with the first impression and good effective communication skills presenting Cradlestone Mall Management.
• Acting as the first point of contact between the Centre staff and clients; (clients refer tthe Landlord, potential tenants, current tenants, contractors, service providers and Public, the shopper)
• Screening and directing telephone calls, assisting incoming queries regarding tenant contact details.
• Distributing correspondence on time and providing administrative assistance tthe staff.
• Direct and assist contractors with the correct department regarding procurements policies regarding health and safety regulations. Keeps management well informed of area activities and significant problems.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for effectively handling and managing the switcboard:

• Operates the switchboard and console tconnect, hold, transfer all incoming calls.
• Conflict skills.
• Ensures that all incoming calls, questions and complaints are resolved promptly by channelling calls tthe responsible persons/departments.
• Provides general information tclients before transferring calls, resolving client/ tenant problems.
• All calls are handled professional manner, friendly, courteous and without delay.

2. Assumes Office Admininistration duties

• Order and manage stationery use.
• Petty cash handling and reconciliation
• Management pack filling and binding
• Preparing the boardroom for the meeting
• Collecting and capturing turnover figures on BOL.
• Answering calls and transfer trelevant extensions.
• Oversee office cleanliness and hygiene.
• Assist walk-in customers looking for space.

3. Managing the telephone management system

• Ensures the smooth running of the Telephone /PABX system.
• Provides management reports on a daily, weekly, and monthly basis, w.r.t. tcall statistics.
• Updates management system by programming it with new information and changes as it occurs inside the company. Nmore than 2 days after being informed of such changes.

4. Assumes responsibility for the effective performance of operations/assigned task tmanage the Property and facilities.

Reports:

• Ensures that accurate tenant schedules are maintained for each building.
• Update telephone list and other telephone lists relevant tthe centre.
• Collection and update tenant turnover figures and capture of turnovers on Broll online.
• Fault logging and closure.
• Distribution of tenant statements and meter reading slips.
• Admin invoice approval online.
• Drafting of parking agreements and admin control op parking.
• Sourcing and procuring office supplies.
• Handling and managing service providers and suppliers.
• Maintaining the office filing system and stationary.
• Manage the printers including toner.
• Manage office refreshments.
• Management and control receipting and sending of document/Parcel.
• Compiling of presentations and monthly reporting packs.
• Ensures that deadlines are met.
• Update work schedule and attendance register.
• Financial:
• Support manager with compiling petty cash receipts.
• Tenant liaison:
• Secure tenant personal information.
• General:
• Manage boardrooms.
• Tenant correspondance.
• Filing/ archiving.
• Annual audit preparation.
• Tenant complaints.
• Contractor liaison.
• Assist operations with key control and key register.
• Any other admin duty required from time ttime.

5. Assumes responsibility for establishing and maintaining effective business relations with clients, vendors, and trade professionals.

• Assist with queries promptly and effectively.

6. Assumes responsibility for establishing and maintaining effective working relations with vendors, contractors, and personnel.

• Assist and support, department personnel.
• Coordinate activities between departments and conveys information as needed
• Keep management informed of any risk or problems.
• Promotes goodwill and a positive image of the Company.

7. 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.
• Professional, presentable and well-spoken.
• Good analytical, problem-solving abilities and numerical skills
• Attention tdetail and good organisational skills including the ability tmaintain a high level of accuracy in preparing and entering financial information

8. Assumes FM Admininistrative duties:

• Accruals progress.
• Tsend email tcontractors strequest them tupload their invoices (Every Tuesday & every Friday).Tobtain the account statement on same and work from same tensure all invoices are uploaded.
• Timely raising of Purchase orders.
• Tobtain related proforma invoices/quotes, ensure there are address accurately and raise PO’s every Wednesday.
• BOL fault centre usage.
• This applies tall the walk-ins as well as the emails nor phone calls.
• Email weekly report tDelon.
• Provide the fault log tthe tenants as well as the repairs update.
• General Facilities day tday operation. (Front desk manning, walk-ins control, filing and etc.
• Direct all related queries tthe departments stensure smooth running of the building.

PERFORMANCE MEASUREMENTS
1. Communication skills / professional ability tliaise with clients.
2. Property operations signed tare efficiently and effectively administered.
3. Reports are complete, accurate, and delivered on time according tschedules
4. Good communication and coordination with departments. Assistance is provided as needed.
5. Senior Management is appropriately informed of area activities and any significant problems.
6. Effective business relations with vendors, contractors, and trade professionals.
EDUCATION/CERTIFICATION:

• Matric.
• Additional property experience will be beneficial
• 2 – 3 years related experience

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 twor more years of supervisory experience.

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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
• Event security
• Health & Safety
• 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.

QUALIFICATIONS

• Education/Certification: Relevant post matric qualifications.
• Additional Facilities Management qualification preferred.
• Strong knowledge of both Mechanical and Electrical.

REQUIRED KNOWLEDGE:            

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