New Jobs at Broll

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for professional and efficient customer service

• Promptly accurately professionally and courteously receives 100% of all telephone calls and visitors to the organization
• Promptly accurately professionally and courteously assesses 100% of received calls/inquiries and directs and/or records and relays messages

Assumes responsibility for the professional and efficient management of reception tasks

• Proficient at using all features of the telephone system and voice mail
• Proficient at assisting visitors, clients, staff and consumers at the reception desk
• Ensures that the reception station is manned 100% of the time by two staff members
• Signs for deliveries when necessary and notifies recipients
• Manages and coordinates all boardroom bookings
• Calls and confirms boardroom bookings and adjusts the booking schedule as necessary
• Adheres to all booking confirmations and ensure that the room is properly prepared for the meeting
• All boardroom bookings must be followed up by reception via e-mail confirming the booking and all other requirements requested by the person that requested the booking
• Bring to the attention of the Broll Manager, AIG Occupational Health and Safety Officer as well as Jeannine Gates, any defaults, trends and problematic situations in order that it can be addressed. Act pro-actively
• Manages and monitors all boardroom functions and in conjunction with Cleaning and Canteen
• Manages and maintains all reception desk registers and provides weekly and monthly statistics
• Supports the facilities function with general administrative tasks, binding, post, courier, typing, etc.

Assumes responsibility for the professional and efficient management of switchboard

• Promptly, accurately, professional and courteously receives 100% of all telephone calls within 3 rings
• Assists the caller in determining the correct person or department with whom they wish to contact and assists with toll calls where speed and accuracy are essential
• Proficient in operating the switchboard and using all features of the telephone system and voice mail
• Proficient in answering questions regarding personnel and departments
• Answers incoming calls, greeting callers, providing information, transferring calls as necessary
• Route emergency calls appropriately
• Place telephone calls or arrange conference calls as instructed
• Ensures that the switchboard is manned 100% of the time.
• Ensure that the switchboard and reception areas are neat and tidy at all times
• Handling complaints and refers them to the correct department Taking messages and relays and routes written and oral messages ensuring the correct person receives the message

Assumes responsibility for reporting

• Prints monthly reports from switchboard system at the end of the last workday of the month and submits report to designated individual.
• Maintains a thorough working knowledge of and adheres to organization/project policies, regulations and procedures.
• Prints monthly report from postage/courier system at the end of the last workday of the month and submits report to designated individual.
• Maintains a thorough working knowledge of and adheres to organization/project policies, regulations and procedures.

Assumes responsibility for operational tasks, including courier and post

• Performs clerical duties, such as typing, proofreading, accepting orders, scheduling appointments, and sorting mail.
• Contacts security staff members when necessary.
• Answer simple questions about clients' businesses, using reference files.
• Performs routine office tasks necessary for the operation and presentation of a professional office
• As needed, assists with clerical tasks including typing, filing, proofreading, and maintenance of service logs and data entry.
• Ensures hand delivered postage system is operational and keeps supervisor informed of relevant needs.
• Receives all mail and claims receipts, logs these on the register and ensures they are signed for when collected
• Prepares and processes 100% of outgoing mail to include: accurate weighing; coding; sorting; affixing postage; properly addressing; and preparing certified/overnight/return receipt mail.
• Maintains knowledge of current postal regulations and services frequently used by the organization.
• Receives all couriered items and informs drivers of items for distribution internally
• Arrange collection of items that need to be couriered, completes the waybill and informs courier company of collection
• Draws up monthly stats regarding couriered items and forward information to the relevant department
• Ensures Reception, Boardrooms and visitors waiting area is in a neat and tidy condition at all times. Report any incidents or non-compliance in this regard.
• Informs supervisor in advance as to supply needs and if any equipment in these areas are not functioning properly.
• Assists in other duties as needed and directed.

Assumes responsibility for related duties as required or assigned.

• Ensures that all client requirements and processes are adhered to at all times
• Ensures that work area is clean, secure, and well maintained
• No food to be consumed at workstations.
• Executes special tasks as assigned.

PERFORMANCE MEASUREMENTS

• Answering and screening of incoming calls in a professional manner, upholding the client’s image when dealing with clients, visitors, staff and consumers on the telephone and in person at the reception area.
• Courier services and mail is managed timeously and professionally with no errors made
• Ad hoc duties are completed as and when required within the given time frame
• Ensures workstation is manned and operational in compliance with client required hours of operation
• Complies with site specific client processes and procedures

Education/Certification:              

• Matric (Senior Certificate)             
• Certificate In Switchboard and Reception Management

Required Knowledge:             

• Reception and Switchboard Management
• General Administration
• MS Office                                                   

Experience Required:                                           

• 1 - 2 years relevant experience in reception and switchboard management
• 1 – 2 years admin assistant or secretarial experience
• Boardroom management

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POSITION PURPOSE

• Responsible for overseeing and directing accounting functions on an operational level, including general ledger, accounts payable and receivable, fixed asset and cost accounting.
• Responsible for analysing and reconciling detailed general ledger accounts as assigned. Keeps records and accounts accurate and current.
• Researches and resolves discrepancies and accounting errors.
• Completes related reports, summaries, and records.
• Creates monthly expense reports.
• Performs related clerical duties.
• Prepares periodic reports, reviews and reconciles data, and participates in the development of specialized financial data.
• Oversees and prepares entries and adjustments to company records, files, and statements. Prepares financial and variance analysis as well as budget and rolling forecast. 

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for the accurate and timely completion of assigned accounting functions.
• Reviews monthly financial reports and working paper files.
• Reconciles general ledger accounts as assigned.
• Completes required records and reports and maintains files as classified.
• Prepares journal entries and balances work in more complicated accounting areas.

Completes various accounting functions in accordance with established policies and procedures, and applicable regulations including:

• Preparing trial balances from source documents.
• Preparing Balance Sheets and Income Statements.
• Preparing notes to the reports.
• Preparing monthly JV accounts where applicable.
• Filing copies of final monthly reports.
• Participate in annual audit.
• Balancing intercompany loan accounts.
• Maintaining Shareholders Loan Schedules.
• Reviewing and Releasing creditors payments.
• Prepare and review 1 – 3 year Budgets and Rolling Forecasts.
• Report on financial income, including Management and Admin Fees on rental recoveries, Letting Commissions on new or renewed leases, and interest earnings.
• Researches and resolves accounting errors and discrepancies.
• Assumes responsibility for effectively researching, tracking, and resolving accounting problems and discrepancies.
• Assumes responsibility for establishing and maintaining effective communication and coordination with area personnel and with management.
• Maintains regular contact with Operations Managers and Property Managers in the departments to obtain information and/or to correct transactions.
• Keeps management informed of area activities and of any significant problems.
• Attends and participates in meetings as required.
• Assumes responsibility for establishing and maintaining effective business relations and personal dealing with vendors, governmental agencies, and outside business and accounting professionals.
• Responds to questions and problems politely and promptly.
• Ensures that clients are properly informed.
• Ensures that the Company’s professional reputation is projected and maintained.
• Assumes responsibility for related duties as required or assigned.
• Stays informed of developments in the accounting field and of changing governmental and legal requirements.
• Completes special projects as assigned.
• Ensures that Accounting Department work areas are clean, secure, and well maintained.

PERFORMANCE MEASUREMENTS

• Accounting documents, records, and reports are accurate, current, and timely.
• Accounting errors or discrepancies are promptly discovered and resolved (or referred).
• Good communication and coordination exists with Company personnel. Assistance and support are provided as needed.
• Management is appropriately informed of area activities.
• Accounting functions are completed in accordance with established standards, policies, and procedures.

QUALIFICATIONS

• Education/Certification: Bachelor’s degree in accounting or an equivalent combination of experience and training.

REQUIRED KNOWLEDGE             

• Technical knowledge of accounting concepts, practices, procedures, and financial reports.
• Understanding of related regulations, statutes, and filing requirements.
• Knowledge of related computer applications.

EXPERIENCE REQUIRED

• Three or more years of previous property accounting and property listed fund experience preferred
• JV Accounting experience will be beneficial

SKILLS/ABILITIES

• Well organized and detail oriented
• Able to meet deadlines and manage projects
• Good math skills
• Good attention to detail and accuracy
• Cooperative and willing to assist others
• Able to use PC, calculator, and other basic business mechanisms
• Good Excel knowledge
• Strong analytical skills
• Work under pressure
• Understand pivots

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• Responsible for the successful leadership and management of the integrated solutions leg within the Broll IFM cluster.
• The Account Executive supervises and stirs all operations, people and ventures in order to maintain and grow the IFM business.

PRIMARY JOB FUNCTIONS:

• Making difficult decisions when required
• Strong at communicating
• Develop and execute the company’s business strategies in order to attain goals
• Provide strategic advice to the cluster COO and reporting to the board
• Prepare and implement comprehensive business plans
• Plan cost‐effective operations and FM market development activities
• Establish policies and FM services specific guidelines
• Build long term, trusting relationships with shareholders, business partners and authorities
• Oversee the division’s financial performance, investments and other business ventures
• Supervise the work of executives providing guidance and motivation to drive maximum performance
• Ensure a positive work environment
• Ensure performance appraisal, training and professional development activities
• Reward performance, prevent issues and resolve problems
• Execute public speaking and representational appearances in a professional manner
• Analyse problematic situations and occurrences and provide solutions to ensure company survival and
• growth
• Further develop and enhance company culture
• Ensuring company policies and legal guidelines are clearly communicated.
• Assessing, managing, and resolving problematic developments and situations.
• Building and enhancing the company’s public profile at events and speaking engagements.
• Strong analytical, critical thinking, and problem‐solving skills.
• Able to excel in high‐pressure situations.
• Excellent organisational and leadership skills.
• In depth knowledge of market changes and forces that influence the company
• Familiarity with corporate law and management best practices
• Superior quantitative and qualitative analytical skills

QUALIFICATIONS & EXPERIENCE REQUIRED:

• MSc degree in business administration or equivalent
• Previous working experience as Account Executive or similar role for minimum 3 years
• Proven track record of managing and leading successful and profitable integrated facilities management
• solutions within the South African FM industry.
• Proven experience in managing National Facilities Management Contracts with a minimum annual
• revenue of above R20 Million.
• Proven track record of successfully developing and rolling out technological solutions within facilities
• management.
• Minimum 3 years as an operations executive within facilities management
• Proven track record of engaging with government and private sector in driving transformation and skills
• development