Top Jobs at Broll

EDUCATION

• Sales or project management degree / diploma.

EXPERIENCE

• 4 – 6 years’ Experience in the property industry. This requires, leasing and broking experience as well as an understanding in the corporate, Interior design sector.

ROLE RESPONSIBILITIES

• The focus of this role is on generating sales for the business, expanding the client base, and meeting sales targets in order to ensure commercial success. Priority should also be placed on maintaining good working relationships with clients.

Business Development & Networking | Growing Client & Business Potential

• Aim: Expand the client base with the aim of bringing in business and meeting sales targets set out by the company
• Prepare monthly sales targets that align with the annual targets for ID.
• Identify, generate and handle sales leads and pitch to potential clients.
• Attend industry functions, including conferences and association events, as a networking opportunity to grow potential leads and contribute information and feedback on upcoming market trends.
• Continuously stay up to date with developments in the market, identify new clients and market changes. Utilise this information to identify new opportunities for sales campaigns.
• Keep up to date on competitors and service delivery within the market so as to have a strategic advantage.
• In order to generate leads and sales for the business, cold call and create meetings with potential clients.
• Take initiative to find old buildings and set up meetings with their owners for business development purposes.
• Ensure that, in all interactions with potential clients, you demonstrate great knowledge around the products and services offered.
• When representing ID display a friendly demeanor and behave in a way that best represents the company’s brand and values.
• Effectively and calmly negotiate with clients to ensure the best deal for the business while also being fair to client needs.
• Use the companies allocated CRM system to document every lead. Track the status of each lead and the probability when a lead materialises into a sale.
• Keep a record of sales on Nutshell. Update this weekly.
• Establish and maintain a business development database and utilise this to extract new business.
• Be as proactive as possible in generating leads and converting them to sales for the business.
• Proactively obtain information internally.

Client Relationships | Building Strong Client Relationships in Sales & Through Account Management

• Aim: Maintain good working relationships with clients by ensuring client satisfaction and by sustaining a line of open communication with them.
• Build positive relationships with clients by establishing trust and making an effort to understand clients’ needs.
• Discuss the proposed budget with the client and illustrate that you understand their requirements and budget.
• In your capacity as an Account Manager, act as a point of contact for clients throughout the project and continuously update them on the progress of the current project.
• Respond to clients timeously by returning phone calls as soon as possible and returning emails within 12 hours.
• Follow up with clients, on an on-going basis and see if they are satisfied, have been properly served or have any concerns.
• When interacting with clients, actively listen to them and communicate in a respectful and friendly manner. Try to connect with clients.
• Effectively handle any client objections. Analyse the problem, ask probing questions, and provide solutions.
• Maintain a good relationship with clients in order to retain memberships and accounts.
• Follow ID Account Management process for all long term and repeat clients.
• Proactively listen to clients.
• Attend every client meeting.
• Within 24 hours, send clients minutes of client meeting.
• Update relevant documentation in project folder on server.
• Oversee that the design is executed according to the brief.

Creating a Brief | Understanding Client Requirements

• Aim: To understand the client’s requirements and the needs of the people using the space and to translate this information into a successful design and space planning by collaboration with the rest of the ID Team.
• Understand the client’s requirements and the needs of the individuals who will Utilise the space. Attend briefing meetings, where possible. Ensure that during briefing meetings you ask the right probing questions to gather any additional information on the client’s requirements.
• Understand how the client’s current working space functions in terms of circulation and relationships between different departments.
• Conduct the initial site meeting and compile briefs that consider the client’s objectives, time-frames and budget for the proposed project.
• Once you have confirmed the brief, share this with the design and project team

Account Management | Duties & Responsibilities

• Aim: Ensure clear lines of communication between the client and ID. Develop a robust relationship with the client and ensure that the project is delivered on time and meets client expectations.
• At the start of the project:
• AM should introduce themselves to the client as the main contact from ID
• Attend/Give the presentation.
• Agree to a project timeframe with the PM and internal contractors. Ensure that the date that you give to the client for Practical Completion is 2-3 days after your internal deadline for the project, to allow time for minor delays, snagging and to give us an opportunity to complete EARLY and wow the client.
• Introduce other members of the ID Design team to the client so that:
• the client gets to meet multiple layers of the company
• there is at least one back-up contact for when the AM is unavailable.
• Go through the client’s website and any documentation available to get to know them.
• Understand and gain a working knowledge of the client’s portfolio of buildings.
• Identify who the back-up AM should be.
• Check the design of the project to ensure it matches the client brief.
• Check the costing matches client budget.
• Celebrate the win and the close of the project with client and team.
• Understand the optimal way to communicate with the client, based on what suits them best. If this is WhatsApp, start a WhatsApp group with the client, designer & back-up AM.
• Ensure key signed documents are saved in the project folder on the server During the Project:
• Effectively and consistently communicate with the client with a personal touch. For example, take the client for a celebratory breakfast on the first day the client moves in or write them a note welcoming them.
• Advise the client to cc. the AM in all correspondence with ID.
• Respond to client’s correspondence in a timely manner. General guidelines as follows:
• Emails to be responded to on the same day
• Calls to be returned within two hours
• Set up monthly meetings to discuss ongoing projects
• If a client requests a new meeting, send meeting request to the client within 24 hours
• Maintain records of minutes of all client meetings, and file minutes on the drop box or one drive folders.
• Attend weekly meetings with the client and PM to address any potential issues on the site.
• Provide regular status updates for the client. Ensure that the project update gets sent every Friday.
• Use WhatsApp as a tool to send the client progress images and informal updates. This is also a good way of allowing the client to address concerns, in an informal manner.
• Be honest! If we expect delays, make sure these are communicated to the client as soon as possible.
• During the course of the project, look for opportunities to expand the scope of works, in a thoughtful and considered manner.
• Anticipate the client’s potential future project needs. Identify buildings that may require a refurbishment and suggest having a look at it.
• Everyone should adhere to the folder structure and ensure that files are saved to the project folder on the server and not just laptops.

At the end of the project:

• Send a hand written thank you note (with a small gift; to be discussed) to the client.
• Request a reference letter.
• Send client a feedback form when the project has ended (within one week).
• Upon receipt of the feedback form, organise a follow up meeting with the client to go through the feedback.
• Ensure that feedback is saved in the project folder.
• Share the feedback with the rest of the team.
• Share top 3 learnings from the project.

Draw up an action plan:

• If the client has a future project in the pipeline, schedule in a catch-up.
• Address any areas that need improving as highlighted by the client.
• Check-in with the client two-months after project completion.

General |Ongoing Additional Responsibilities

• Aim: Additional responsibilities to be done to ensure effective business processes and governance.
• Assist with Marketing and Brand Strategy on an ongoing basis.
• Work with the Broll brokers to strengthen pipeline and potential leads
• Ensure all client communication has been recorded in writing and communicated to the entire project team.
• Ensure communication to client is prioritised; and all client’s requests or correspondence are responded to as a matter of urgency.

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ESSENTIAL FUNCTIONS AND BASIC DUTIES

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

Centre 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.SAPOA, CJP etc.
• Assists with 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 ongoing and advise the Senior Management regarding maintaining the standards within those grade

Client Reporting

• Provides accurate information to client according to agreed format timeously
• Analyses of monthly income /expenses and variance reporting
• Monitors turnover rentals
• Monitors of all municipal recoveries (and general recoveries) on a monthly basis

Planning And Budgeting

• Prepares and completes budgets as required each year
• Completes of forecasts timeously as required
• Reviews market rentals quarterly and ensure best possible rate achieved and maintained as per agreed mandates
• Assists in formulation of business plans for the unit
• 5 Year budget – preparation and control or as required by the client
• Quarterly review and monitoring results or as required by the client

Quarterly Expenditure / Analysis

• Sets and motivates Capex /TI philosophy per building in consultation with client
• Recommend TI standard specification
• Recommend Capex requirements
• Ensures we conform to Capex philosophy and procedures
• Estimates new operating costs
• Ensures recovery of operational and utility 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 recommend legal action

Credit Control. Responsible for Management:

• Arrears
• Legal action / liasing with attorneys / management as required
• Motivate Write-offs to senior management / client

Parking Management

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

Tenant Manager

• Deals with correspondence / interaction with tenants as required
• 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.rental levels, installation cost etc) for approval
• Undertake lease negotiation and maintenance of tenant relationships
• Controls new leases and recordal of same
• Controls / oversees new installations (through technical / operations manager where appropriate) including:
• Premises design
• Negation/liaison/control with/of professionals and contractors
• Sign off acceptance of complete premise

Existing Tenants

• Renews Lease Agreements in accordance to mandate
• Tenant liaison and public relations
• Controls/arranges centre promotions through merchants association/s or promotion committee/s or marketing funds
• Regular assesses tenants’ turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties
• Monitor and compile foot traffic reports

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.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

 Customer liaison

• New Tenants
• Lease negotiation
• Maintenance of tenant relationships

Public relations

• Establishes and maintains sound public relations
• Attracts people to the centre
• Control of Advertising Materials
• Motivates and assists tenants to improve their services

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

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 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
• Report security incidents to our management

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 performancFormulates and implements employee corrective actions as needed.
• Ensures that staffing levels are appropriatInterviews, 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.

EDUCATION/CERTIFICATION:

• Matric.
• Additional related maintenance and Centre management training preferred.

REQUIRED KNOWLEDGE:

• Excellent understanding of Centre 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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ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the effective performance of area broking and marketing functions.

• Prepares and delivers real estate solutions to prospective clients as requested.
• Prospects for new leases and sales and seeks opportunities to increase existing ones. Conducts regular client calls to develop Clients relationships and follow up on leads.
• Tracks broking deals through closure and finalises lease and sale agreements.
• Negotiates commercial terms and facilitates signing of contracts.
• Meets established quotas and revenue goals.
• Ensures services are delivered on time.
• Forecasts deals on a monthly basis, and communicates related information regularly to management.

Assumes responsibility for establishing and maintaining good business relations with Clients and external trade contacts.

• Ensures that clients are satisfied with Company services.
• Obtains clients feedback and continually works to improve services.
• Resolves clients requests, complaints, and problems.
• Promotes goodwill and conveys a positive image of the Company.
• Promotes services at trade shows, e.g SAPOA.

Assumes responsibility for maintaining effective working relations, communication, and coordination with Company personnel and with management.

• Sets goals in accordance with Company objectives. Tracks progress toward goals.
• Provides assistance to area personnel as needed.
• Keeps management informed of area activities, changes in competitive conditions, and significant problems.
• Completes required reports and records accurately and promptly.
• Attends meetings as required.

Assumes responsibility for related duties as required or assigned.

• Completes special projects.
• Provides backup for other Brokers as needed.
• Cross sells the Company’s other services and provides leads to other departments.
• Sources vacant space
• Assists with updating of company, client and tenant database
• Interface between building owner/ property managers and prospective tenant by negotiating terms and conditions for agreements
• Canvasses and networks with previous placed tenants
• Continuously updates database of available space

EDUCATION/ CERTIFICATION:

• Matric.
• Valid driver’s license and car

REQUIRED KNOWLEDGE:

• Good knowledge of Company services.
• Understanding of product positioning and competitive conditions.
• Knowledge of Broking and marketing techniques and principles.

EXPERIENCE REQUIRED:

• Previous Broking experience helpful but not essential, however, passion for Real Estate essential.

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ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the accurate and timely performance of accounts payable functions.

• Reviews source documents and matches purchase orders, invoices, and receiving documents.
• Codes invoices to appropriate general ledger accounts.
• Determines optimum payment dates and takes advantage of all discounts on invoices.
• Reviews invoices to ensure they are correctly coded, properly authorized, and there are no overpayments or repeat payments.
• Ensures that approval authority is in accordance with purchasing policies.
• Processes payments and obtains authorized signatures.
• Performs accounting duties in accordance with established Company policies and procedures.
• Assumes responsibility for effectively researching, tracking, and resolving (or properly referring) accounting or documentation problems and discrepancies.

Assumes responsibility for establishing and maintaining effective business relations with vendors.

• Researches and resolves vendor problems and billing discrepancies.
• Answers vendors' questions or refers them appropriately.
• Maintains and projects the Company’s professional reputation.

Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management.

• Assists Accounting Department personnel as needed.
• Keeps management informed of area activities and of any significant problems. Reports transactions that are outside established purchasing policies to the Controller.
• Maintains regular contact with other departments to obtain information and/or to correct transactions.

Assumes responsibility for related duties as required or assigned.

• Ensures that work area is clean, secure, and well maintained.
• Performs general accounting duties as needed.
• Maintains confidentiality.
• Completes special projects as assigned.

QUALIFICATIONS

• Education/Certification: Matric.
• Additional bookkeeping qualifications and / or courses preferred.

REQUIRED KNOWLEDGE

• Knowledge of Company purchasing policies.
• Understanding of basic bookkeeping concepts and procedures.
• Knowledge of automated accounts payable applications.

EXPERIENCE REQUIRED

• One to two years of previous accounts payable experience preferred.

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ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for the effective performance of all assigned administrative and support functions.
Administration:

• All management and administration relating to Soft Services,
• Services included: Functions and Events Management, and Garden maintenance, Cleaning Administration, Contractor management, invoice receipting and purchase
• service requests as received and manage the delivery of these
• Open and close PTW procedure and complete PTW
• Manage contractors on site
• Capture all invoices once approved
• Request and follow up on all quotes requested by the client
• Monitor contractor response time to calls logged
• Draw up monthly standby duty roster and post out
• Draw up monthly staff overtime and submit to FM
• Receive, compile and action functions schedule for the following week
• Update the invoice schedule
• Carry out manual and digital filing on a regular basis
• Manage soft services and technical scheduled maintenance plan and update
• Bi monthly site walk downs with cleaning and grounds service provider
• Meet with Cleaning supervisor
• Source Soft Services Contractors and suppliers and process vetting procedure
• Soft Services contractor management – request and ensure compliance of HSE files
• Meet monthly with main soft services, and attend weekly status meetings with client and FM Team present maintenance report.
• Participate in weekly functions meetings – complete the functions schedule
• Daily walk with Cleaning supervisor - Assist with Schedules ensure compliance
• Attend client meeting when needed and take actions

Reporting:

• Routine Maintenance Schedule
• Soft Service management

Assumes responsibility for establishing and maintaining effective communication and coordination among staff, client and contractors

• Acts as a liaison between the Company and all stake holders.
• Promotes goodwill and a positive image of the Company.

Assumes responsibility for related duties as required or assigned.

• Ensures timeous reporting and completion of all administrative and management and coordination tasks

EDUCATION/CERTIFICATION:

• Matric.
• Facilities management course or general administration, office support course,
• computer literacy essential

REQUIRED KNOWLEDGE:

• Knowledge of general administration and office support function, knowledge of procurement and invoice procedure advantageous

EXPERIENCE REQUIRED:

• General office experience
• Experience within property management or facilities management environment advantageous

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KEY RESPONSIBILITIES

• Implement and enhance facility management principles and processes.
• Ensure compliance with EHS and fire prevention standard.
• Oversee maintenance plans and address facility complaints.
• Manage contractors and service providers to ensure quality and cost-effectiveness.
• Administer corrective and preventative maintenance of site facilities.
• Procure services, furniture, fittings, and equipment.
• Drive cost-reduction and sustainability initiatives.
• Ensure on-site Catering, hygiene, and asset maintenance.
• Participate in cross-functional projects, including space planning and communications infrastructure.

Qualifications & Experience

• Grade 12 or technical equivalent
• Sound knowledge of modern EHS standards and practices
• Minimum 2 years of experience in facilities management

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ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for the effective performance of all accounting department functions.
• Ensures that accounting functions and duties are accurately and promptly completed.
• Prepares journal entries and balances work in more complicated accounting areas.
• Researches and resolves accounting errors and discrepancies.
• Assists with budget preparations and formulation of 1, 3 and 5 year projections and financial analyses. Monitors costs and expenses.
• Undertakes quarterly and periodic reviews, assess and adjust forecast in accordance with financial results.
• Manage financial income, including management and admin fees on rental recoveries, commissions on new or renewed leases, and interest earnings.
• Manages financial expenditure, including running costs, staff expenses, admin costs, VATand taxation.
• Prepares regular reports and statements for management and clients
• Computes figures and prepares recurring account statements.
• Posts a number of transactions to the appropriate general ledger account.
• Reconciles general ledger accounts as assigned.
• Completes required records and reports and maintains files. Creates expense reports as assigned.
• Ensures that accounting functions are completed in accordance with established procedures and applicable regulations.
• Control of various financial functions including Balance Sheets, Creditors, and allocation of funds received ex debtors, check and authorize payments from accounts.
• Manage and control various bookkeeping duties and functions, including:
• Regular and timeous rent rolls, rental statements and cash flows
• Disbursement statements
• Bank reconciliations
• Ensuring all invoices for the period have been authorised and captured in creditor module
• Review of Creditors reconciliation’s
• Debtors reconciliations, Invoicing, receipting – review where necessary
• Reconciling general ledger to debtors ledger, Balance sheet and income statement, loan balances, company accounts
• Preparing trial balances from source documents, if client mandates require it
• Preparing balance sheets and income statements
• Preparing notes to the reports
• Consolidations
• Filing copies of final monthly reports
• Participate in annual audit
• Complete and submit all statutory and municipal returns
• Net income payments to owners / clients
• Adjustment accounts for properties purchased or sold
• Ensure the completion of month and periodic statutory returns
• Control payment of Company and property related accounts. Ensure recovery ex tenants as appropriate
• Review tenants’ turnover certificates
• Responsible for updating the BOL system for changes in rent runs, collate and owners month end dates
• Sign of Bank reconciliations (weekly / monthly) and address / report risk
• Financial Manager should also be able to fulfil all the below functions fulfilled by the Accountants
• p. Produces various management reports, including:
• Detailed and summarised income statements
• Preparation of Board packs
• Monthly and Annual figures
• Ensure the production of monthly reports for clients/owners:-
• Monthly financial statements
•  Assumes responsibility for effectively researching, tracking, and resolving accounting problems and discrepancies.
• Assumes responsibility for maintaining effective communication and coordination with Company personnel and with management.
• Assists area personnel as needed.
• Maintains regular contact with other departments to obtain information and/or to correct transactions.
• Keeps management informed of area activities and of any significant problems or concerns.
• Attends & participates in meetings as required

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.
• Assist in approval, appointments and management of payments to service companies and suppliers.
• Releasing of payments on the bank (EFT)

PERFORMANCE MEASUREMENTS

• Accounting documents, financial reports, tax documents, and related reports are accurately and timely completed and/or filed.
• Reports are completed accurately and timely according to schedules.
• Accounting errors are promptly detected and resolved.
• Accounting functions are conducted in accordance with established policies and related legal requirements.
• Accounting personnel are efficient, effective, and appropriately directeAccounting operations are properly coordinated.
• Good business relations exist with governmental agencies and outside business contacts.
• Good communication and coordination exist with Company personnel and with management. Assistance is provided as needeManagement is provided with useful, specialized reports as needed.
• Management is appropriately informed of area activities
• Accounting functions are completed in accordance with established standards, policies and procedures

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:

• minimum of 5 - 7 years' experience in Retail Centre Financial Management

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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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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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DUTIES & RESPONSIBILITIES 

• Assimilating and applying new job-related information in a timely manner
• Consistently maintaining high levels of activity or productivity; sustaining long working hours when necessary; operating with vigour effectiveness and determination over extended periods of time.
• Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
• Actively participating as a member of a team to move the team toward the completion of goals.
• Establishing procedures to monitor the results of delegations, assignments, or projects, taking into consideration the skills, knowledge, and experience of the assigned individual and characteristics of the assignment or project.
• Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
• Making customers and their needs a primary focus of one's actions; developing and sustaining productive customer relationships.
• Establishing courses of action for self and others to ensure that work is completed efficiently.
• Having achieved a satisfactory level of technical and professional skill or knowledge in position related areas; keeping up with current developments and trends in areas of expertise. Property Management systems knowledge.

ESSENTIAL SKILLS & QUALIFICATIONS

• Grade 12 (Matric), Relevant Diploma or Degree in Marketing will be advantageous
• Minimum of 1 to 3 years’ experience in a relevant field (Shopping Centre experience is an advantage).
• Strong Proficiency in relevant computer packages (MS Office) and software packages
• Excellent attention to detail and numerate accuracy

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ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for the accurate and timely completion of assigned leasing administration functions, including:
• Terminates tenant accounts on instruction and notifies departments

Captures journal entries:

Lease Fees & Deposits & appropriation of deposits

• Advises meter readers of changes
• Arrange invoices for tenants paying deposits/rental in advance
• Upload all relevant documents to BOL & send original lease for archiving
• Electricity & Water Adjustments – Notifies Utility Company, advises meter readers of tenant movements, Electricity & Water adjustments
• Send tenant copies of signed lease & offer
• Credit rating procedure
• Assumes responsibility for the accurate and timely completion of assigned lease administration functions, including:
  • Drafts and prepares leases
  • Keep register of all lease movements
  • Captures and Processes lease agreements via owner’s approval form
  • Cedes leases
  • Prepares, cancels and amends Lease agreements, Addenda and Suretyships
  • Handles & checks deposits, bank guarantees & maintaining replacement bank guarantees & additional deposits, updating all reports accordingly
  • Reconciliation of deposit account

Adhering to assigned deadlines & timelines as required

• Ensuring all processes in terms of lease tracking are adhered to
• Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management
• Maintains regular contact with other departments to obtain information and/or to correct transactions (Liaise with Property Administrator on tenant movement)
• Assists Portfolio Management personnel as needed
• Keeps management informed of area activities and of any significant problems
• Attends and participates in management meetings & take minutes of such meetings

Assumes responsibility for related duties as required or assigned

• Completes special projects as assigned
• Any other duties related to loading and processing of lease renewals & administration thereof
• Update & maintain lease audits
• Update & maintain building lease profiles
• Upload monthly leasing reports for management packs
• Prepare monthly executive summary for reporting to leasing manager

QUALIFICATIONS

• Education/Certification: Matric
• Good understanding of “Legal Leases”
• Basic understanding of accounting practices

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KEY RESPONSIBILITIES:

• Handle incoming calls and enquiries in a professional manner.
• Communicate effectively with clients, tenants, and management.
• Assist with general administrative duties, including operations department admin and invoicing.
• Prepare, maintain, and update assigned records and reports accurately.
• Ensure filing systems are up to date and well-organized.
• Project and maintain a professional image at all times.

QUALIFICATIONS & EXPERIENCE:

• Matric certificate.
• Knowledge of office management systems and procedures.
• Proficient in MS Office (Excel, Word & PowerPoint).
• Working knowledge of office equipment (e.g., printers).
• Admin experience in Centre/Retail Management (advantageous).
• Good typing skills and strong written & verbal communication in English and Afrikaans.
• Excellent interpersonal and public relations skills.
• Strong analytical, creative, and problem-solving abilities.
• Excellent time management and ability to prioritize tasks.
• Willingness to work weekends and after hours when required.
• Code 8 driver’s license and own transport.
• Pretoria Based

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ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the effective and efficient completion of Portfolio Management functions.

• Property management: Stays 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 property i.e. SAPOA, CJP etc.
• Asset management: Controls/schedules/implements regular preventative maintenance program in line with budget constraints. Motivates refurbishments, major repairs as appropriate. Attends site meetings with contractors in respect of maintenance/expansion of projects. Monitors progress. Inspects / enforces tenant responsibilities during and on termination of lease terms. Liaises with appropriate government, provincial and/or local authorities Responsible for compliance of OSH act
• Client reporting: Provides accurate information to client according to agreed format timeously. Analysis of monthly income /expenses. Monitors turnover rentals. Analyses operating costs on a quarterly basis in terms of the approved forecasts. Monitors all municipal recoveries (and general recoveries) on a monthly basis
• Plans and budgets: Prepares and completes budgets by January each year
• Completes 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 reviews 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
• Required to attend to monthly forecasting on managed properties where required
• Analyse and assess tenant turnovers
• Building management: Devises a five year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the assistant general manager / director. Investigate/initiate proposals for refurbishments. Maintains a hands-on control of projects in hanReviews the building status/grade annually and maintain the standards within those grades.
• Debtors management: Monthly interaction meetings with debtors, debtors’ manager and leasing to ensure appropriate action taken and approve legal action.

Credit control: Responsible for management of:

• Arrears
• Legal action
• Write-offs
• Manage Legal Matters
• Parking management: Monthly / ad hoc interaction meetings all parkades. In conjunction with the responsible person for parking, maintain accurate control of “in house” operated parkades
• Assists, supports, and serves personnel as needed.

Assumes responsibility for ensuring that professional business relations exist with clients, vendors, and trade professionals.

• Ensures that requests and questions are promptly and courteously resolved.
• Ensures that customers are properly informed of Company Portfolio Management policies and procedures.
• Ensures that the Company's professional reputation is maintained both internally and externally.
• Represents the Company in contacts with business and trade professionals.

Assumes responsibility for establishing and maintaining effective communication, coordination, and working relations with Company personnel and with management.

• Assists and supports personnel as needed.
• Keeps management informed of area activities and of any significant concerns.
• Attends and participates in meetings as required.
• Completes reports and records.

Assumes responsibility for related duties as required or assigned.

• Ensures that work area is clean, secure, and well maintained.
• Stays informed regarding developments and changes in the Portfolio Management field.
• Assists with publicity, education, and promotion of the Company. Cross sells services.
• Completes special projects as assigned.

EDUCATION/CERTIFICATION:

• Matric and associated degree in business or related field with a strong retail/shopping centre background specifically in rural and township areas and a minimum of 5 years’ experience in a similar role.
• Requires to hold a valid Fidelity Fund Certificate

REQUIRED KNOWLEDGE :

• Thorough knowledge of Company Portfolio Management products and applicable policies and standards.
• Understanding of government regulations and legal requirements involving Portfolio Management and related functions.
• Familiarity with Portfolio Management programs.

EXPERIENCE REQUIRED:

• At least five years of progressive experience in Property Management related positions.
• Administrative and supervisory experience.
• Real estate experience very helpful.

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KEY RESPONSIBILITIES

• Lead, supervise, and motivate the on-site maintenance team.
• Plan, schedule, and oversee preventive and corrective maintenance activities.
• Coordinate and monitor contractors to ensure quality, safety, and cost-effectiveness.
• Respond to and resolve maintenance-related issues and complaints promptly.
• Ensure compliance with EHS, fire safety, and regulatory standards during maintenance work.
• Maintain accurate records of maintenance activities, contractor performance, and equipment status.
• Support sustainability and cost-reduction initiatives through efficient resource use.
• Collaborate with the Facilities Manager on facility improvement projects and operational planning.

QUALIFICATIONS & EXPERIENCE

• Grade 12 or technical equivalent
• Technical certification or diploma in mechanical/electrical maintenance (preferred)
• Minimum 2–3 years of experience supervising maintenance teams and contractors
• Working knowledge of modern EHS standards and practices
• Experience in industrial or facilities maintenance environment