Latest Vacancies at City Property Administration (Pty) Ltd

Ensure the successful leasing of all properties timeously.

• Attendance to all incoming leasing queries, concluding new deals and timeous renewals of Key Account tenants in line with agreed business KPA’s and timelines.
• Letting of vacant space to suitable prospective tenants on the most beneficial terms to the Landlord in line with team targets and agreed business KPA’s and timelines.
• Proactively sourcing new tenants, arranging viewings of premises with prospective tenants.
• Constant review of tenant mix and investigation to enhance/improve the tenant mix to ensure long term performance of the property.
• Prepare all leasing deals and paperwork accurately and timeously and present to prospective tenants for required signatures.
• Present and obtain approval on leasing deals from Portfolio Managers and/or relevant Leasing Manager according to Schedule of Delegated Authority (SODA).
• Attend Steering Committee Meeting to present and motivate leasing deals for approval in line with SODA regulations.
• Continuous follow-up on all deals and active leads, attend required meetings to provide feedback to the relevant Leasing Managers and other stakeholders.
• Communicate specific and special leasing requirements to all relevant stakeholders and ensure it is captured on the relevant systems for follow-up.
• Accurate, timeous, and professional submission of reports, correspondence, and proposals.
• Vetting lease terms and conditions to ensure that clauses are suitable, mitigate risk and are on the most beneficial terms to the Landlord.
• Contribute innovative ideas to marketing and letting of vacant space.

Facilitate the successful installation of the tenant.

• Follow business processes in terms of tenant installation requirements.
• Successfully hand over the premises once the deal has been approved and the lease agreement has been signed/ tenant board approval received. Facilitate meetings to plan the TI and ensure the project is completed on time.
• Handover ownership of the tenant to the relevant Property Manager as soon as the tenants starts trading.

Conduct market research to ensure that vacancies are filled timeously.

• Identify possible leads through market investigations and cold calling.
• Be familiar with all buildings and vacancies in the portfolio to ensure that appropriate tenants are placed, suitable to the market and area.
• Provide feedback to Property Managers regarding any concerns that will have an impact on the letting of vacancies.
• Market research to be done to assess rental rates and offerings in the market to consult with management team to remain competitive and innovative.

Operations and Tenant Management

• Facilitate the resolution of operational matters between the Key Account tenants and the property management department.
• Perform/oversight of reinstatement inspections between property management and the tenants’ projects team, ensuring the reinstatement takes place according to the lease agreement.
• Oversight of tenants to ensure constant lease compliance, in collaboration with Property Management.
• Involvement with credit control, assisting the credit controller when needed to have discussions with the Key account representative to resolve unpaid accounts.
• Assisting with utility query resolution, ensuring the problem is identified and a conclusion is obtained and communicated.
• Preparing of yearly income budgets for all Key account tenants and vacant units that will be let. Monthly forecasting and rental variation report to be completed accurately and submitted according to agreed timelines.

Building Relationships and Communities

• Establishing a network of contacts within the property industry.
• Establishing rapid rapport with a new contact/prospective tenant, to become a high priority when opportunities arise.
• Building and maintaining strong relationships with key tenants and other stakeholders.
• Build relationships with team members, participate in teamwork, and contribute to the common goals of the leasing team.
• Establishing relationships with antagonistic individuals and being able to negotiate deals and beneficial terms.
• Finding possible ways to engage with high profile individuals and having regular meetings with Key account representatives.
• Visit as per agreed criteria the top tier Key account tenants to ascertain whether there is a possibility for expansion, possible risks and to keep relationships strong.
• High level of customer service management. CRM systems like Freshdesk to be monitored and tickets resolved timeously and as per agreed standards. Professional verbal and written communication with tenant and all relevant stakeholders.
• Contribute to building communities within the business.

Working conditions: Office Based. Regular travelling will be required.

Requirements
Qualifications & Experience:

• Matric required.
• Real Estate qualification (NQF Level 4) minimum requirement.
• Registration with the PPRA required as a full status property practitioner.
• Diploma or tertiary qualification preferred.
• 3 - 5 years’ experience in sales or leasing required.
• Code 08 Driver License required with own transport.

Skills & Knowledge Required:
MS Office:

• MS Word – Basic
• MS Excel – Basic
• MS Outlook - Basic

Basic knowledge of MDA preferred.

• Basic knowledge of SharePoint preferred.
• Proficiency in English required.
• Negotiation and analytic skills.
• Strong Administrative ability.
• Excellent verbal and written communication.
• Persuasive and assertive.  

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.
• 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.
• Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
• Attention to detail – focus on details, strive for perfection and be well organized.
• Analytical thinking – like solving complex problems, strategic planning and carefully analyzing information, using logic to address issues and problems.
• Target Driven: pro-active and driven to achieve expected results within required timeframe.

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Description

• The purpose of the role is to maximise the financial performance of the portfolio, maintaining the physical buildings to an appropriate standard and managing tenants and staff.

 Oversee Leasing

• Increase the revenue base of allocated sub-portfolio by overseeing new deals and expanding existing tenants.
• Achieve budgeted renewal increase targets.
• Ensure that renewals are completed before the expiry date.
• Manage monthly/ indefinite tenants according to agreed targets.
• Increase year on year tenant retention.
• Ensure that tenants adhere to the terms and conditions of the lease agreement, and where a tenant is in breach, implement actioned deemed appropriate under the circumstances.
• Ensure accuracy of documentation when preparing leases.
• Ensure that vacating tenants are vacated timeously both physically and on MDA.
• Ensure that vacate inspections and any reinstatements are finalised within set time frames.
• Ensure that vacant units are in lettable condition.
• Build and maintain relationships with tenant base.

Management of designated Property Portfolio

• Upgrade pre-agreed tenants to CPA standard.
• Maintain the quality of buildings and, where required, improve the quality of pre-agreed buildings through effective maintenance applications.
• Where necessary, propose buildings for project upgrades and, where approved, participate in site meetings as required by the Project Manager.
• Be knowledgeable of the status of any projects which may be ongoing in the allocated sub-portfolio.
• Conduct regular building visits (minimum bi-weekly).
• Complete and submit all relevant reports timeously (building visits, pre-budget, Qlikview etc.)
• Assist Credit Controller in managing arrears.
• Participate in the annual budgeting process for allocated sub-portfolio.
• Manage expenses and achieve budgeted Net Property Income targets.
• Prepare for, attend, and participate in meetings with superiors to report on various Property Management and Leasing functions.
• Develop building staff and ensure application of relevant HR and other appropriate policies.
• Attend to any administrative tasks which may be required to fulfill Property Management function.

Provide efficient and effective customer service

• Address all internal and external customer queries effectively and professionally (whether such queries are logged on to the CRM or not).
• Communicate effectively and professionally with all internal and external customers.
• Achieve and maintain a good working relationship with immediate team as well as broader CPA team members.
• Contribution towards community building.

Working conditions:

• Office Based 50%.
• Outdoors or at buildings 50%.
• Regular travelling required. May be required to work after hours.

Requirements
Qualifications & Experience:

• 3-year business and/or property related qualification preferred.
• Estate Agencies Affairs Board Competency Certificate (NQF Level 4) required.
• 3 years of property management experience preferred.
• Driver’s license required.

Skills & Knowledge Required:

• Sales and lease negotiation skills.
• Basic knowledge of credit control principles.
• Conflict management skills.
• Financial acumen.
• Time management skills.
• Good knowledge of market trends – e.g., competitive rentals, new developments etc. 
• MS Office:
• MS Word – Basic
• MS Excel – Basic
• MS Outlook – Basic
• MS Teams - Basic
• Knowledge of MDA preferred.
• Basic knowledge of the following legislation preferred:
• Municipal legislation
• Health and Safety Act
• Building Regulations
• Basic knowledge of technical maintenance preferred.
• Excellent communication skills.  

Personal Attributes:

• Problem solving – find solutions.
• 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 beneficial relationships.
• Empathy – understanding & appreciating how others feel.
• Independence – be self-directed.
• Assertiveness – be non-offensive.
• Leadership/Management – willingness to lead, take charge of situations, offer opinions and directions to others.
• Self-assured – be self-assured and at ease with people in all types of situations.
• Persuasion – negotiating, selling, and influencing.
• 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 – completing tasks, not giving up, dislike leaving things incomplete.
• Rule following – adhere to rules and strictly follow work regulations.
• Attention to detail – focus on details, strive for perfection and be well organised.
• Planning – effective planning.
• Innovation – creative and open-mindedness.
• Analytical thinking – solving complex problems, carefully analyse information and use logic to find solutions.

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Description

• The purpose of the role is to collect current rentals and historic outstanding rentals and to manage arrears effectively.

 Collection of outstanding accounts.

• Follow up and collect all outstanding monies from current and ex-tenants who are in arrears for payment regularly.
• Negotiate on payment arrangements.
• Provide statements to relevant parties when required.
• View banking unallocated and suspense accounts for payments received with incorrect reference numbers and send correct information to banking.
• Carry out recons on outstanding tenant queries.
• Work on arrears reports as directed by management.
• Provide feedback on arrears monthly or as when required.
• Ensure that all files handed over to the Legal Department are accurate and complete.
• Reconcile tenant accounts & ensure proper feedback is provided including credit balances.

Conduct administrative duties related to credit control.

• Send out the appropriate arrears’ letters.
• Ensure that full attempt at collecting arrears in terms of the company’s policies/processes are adhered to before writing off to Bad Debts.
• Blacklist all tenants/slow payers as per company policy which have been handed over/written off.
• Update the notes regularly on MDA/system.
• Ensure that all instructions (RFI’s) are done timeously where adjustments to tenant accounts are required.
• Update and correct tenant information as required.
• Reconcile credit balance accounts to make sure that they are correct.
• Attend the monthly meetings with the Credit Control Manager.
• Attend to tenant queries including Freshdesk/CRM cases timeously & effectively.
• Communicate on a regular basis with the Property Manager regarding problematic tenants.
• Adhere to deadlines.

Working conditions:

• Office Based. 

Requirements
Qualifications & Experience:

• Matric qualification required with accounting as a subject.
• Related Financial qualification preferred.
• Up to 2 years credit control experience required.

Skills & Knowledge Required:

Knowledge of MDA preferred.

• Basic Accounting knowledge.
• Understanding of reconciliation.
• MS Office:
• MS Word – Basic
• MS Excel – Basic
• MS Outlook – Basic
• Good communication skills.
• Good telephone etiquette.  

Personal Attributes:

• Problem solving – find solutions when emotions are involved.
• Flexibility – adapting emotions, thoughts, and behaviors. Also being flexible in terms of buildings/portfolios being rotated periodically.
• Stress tolerance – coping with stressful situation.
• Interpersonal relationships – building mutually satisfying relationships both internally and externally.
• 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 and attempting to persuade people or trying to change the point of view of others.
• Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
• Rule following – adhere to rules and strictly follow work regulations/policies.
• Attention to detail – focus on details, strive for perfection and be well organized.