Vacancies at CBRE Excellerate

Main purpose / objective of the position:

• Perform a management and support function in the Utilities department and for Utilities Managers, ensuring that the operation and processes run smoothly, efficiently and effectively.

Role Objectives \ Responsibilities:

To compile monthly billing for clients in line with the required SLA with final sign off:

• Billing balancing and comparison report for all utilities.
• Import File – reconcile and check ensure accuracy.
• Slips – reconcile and check ensure accuracy.
• Ensure deadlines are met in accordance with the sla’s as per the contracts.
• Compile monthly Landlord reports accurately and timeously.
• To report any abnormalities in terms of recoveries.
• Ensure all changes captured on MYMCs are implemented within SLA timelines.
• Ensure all queries raised on MYMCS are resolved and responded to within SLA timelines.
• To undertake tariff confirmations on utility bills annually when new tariffs are applied.
• To report on energy management and consumption in the portfolio and for the sustainability report.
• To monitor utilities procedures and compliance within the portfolio.
• Meet with clients when needed to resolve queries.
• Provide reconciliations and debit \ credit letters to resolve queries.
• Provide monthly accruals in line with client deadlines.
• Provide budgets annually for client review in line with client’s deadlines.
• Track and monitor requests for quotes / client PO / installation and completion.
• Monitor monthly municipal accounts and bill verifications provided – highlight any municipal issues and follow up on resolution.

Experience / Education:

• Grade 12 Senior Certificate with Math.
• At least 5 years minimum experience within the utilities environment.

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What you will bring

• At least 5 years experience in Facilities Management.
• Computer literacy (MS Office)
• Qualification in Facilities Management is a strong recommendation.
• Proven experience in managing health and safety protocols, including reporting and investigating incidents, passing QHSE audits, and maintaining robust hazard reports.
• Demonstrated ability to deliver exceptional service, manage client expectations, and maintain effective business relationships.
• Strong leadership skills with experience in developing and implementing personal development plans, performance management, and promoting diversity and inclusion.
• Experience in managing budgets, ensuring timely billing, and following up on payments. Ability to liaise with clients regarding contract renewals, fee adjustments, and business reviews.
• Proficiency in managing supplier relationships, including procurement, evaluation, and performance measurement.
• Strong skills in preparing and submitting business reviews and financial reports.
• In-depth understanding of facilities management, including both technical and soft service areas.
• Excellent written and verbal communication skills, with the ability to interact effectively with clients, team members, and vendors.
• Ability to work in a high-pressure environment, manage multiple tasks, and adapt to changing priorities while maintaining a focus on service excellence and compliance.

What you will be doing

Health and Safety:

• Report and investigate all accidents and incidents per CBRE procedures, ensuring preventive actions and sharing lessons learned.
• Pass all QHSE audits, complete and close actions within the designated time as per the annual schedule.
• Submit robust and meaningful Hazard Reports (minimum one per month) on Harbour.
• Complete all QHSE-related training according to the training matrix within stipulated timelines.
• Establish and maintain standard log-books.
• Adhere to internal reporting processes to avoid penalties and escalations.
• Ensure work permit processes are in place and followed.
• Provide evidence of decreased total recordable incident rates.
• Participate in client audits and inform CBRE Excellerate of annual scores.

Client Liaison:

• Deliver timely, cost-effective, and high-quality services to ensure client satisfaction.
• Develop a deep understanding of the client’s business and expectations.
• Apply an experienced approach in client interactions.
• Integrate CBRE Excellerate’s best offerings into client service.
• Schedule and conduct regular client meetings, including weekly calls and monthly site visits.
• Build and maintain effective business relationships with key client interfaces.
• Minimize client escalations.

People Management:

• Implement personal development plans aligned with the mentor program.
• Uphold and exemplify CBRE Excellerate’s RISE values.
• Conduct performance evaluations, set meaningful goals, and provide open feedback.
• Assess, hire, promote, and develop diverse talent, including managing high performers and underperformers.
• Foster a diverse, inclusive, and innovative work environment.

Ethics and Compliance:

• Enforce CBRE Excellerate’s Code of Conduct and Ethics with zero tolerance for non-compliance.
• Complete all ethics and compliance training and activities timely for staff, subcontractors, vendors, and suppliers.
• Actively participate in and enhance the Ethics and Compliance culture.

Financial Management:

• Ensure compliance with operational budgets and financial policies.
• Achieve or exceed monthly GM targets and ensure prompt billing and payment collection.
• Manage client contract renewals and inform CBRE Excellerate of any contractual changes impacting fees.
• Address increases in management fees and resource charges.
• Submit monthly business review reports and capture all contract variations.

Vendor Management:

• Interface with and manage suppliers, including procurement functions, evaluation, and performance measurement.

Reporting:

• Prepare and deliver monthly business reviews, financial reports, and client reports.
• Maintain regular communication and reporting on all relevant aspects.

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Main purpose / objective of the position:

• To establish and maintain effective support services for the transaction management functions for different clients, primarily the internal support and administration to Account & Transaction Managers.

Operational Deliverables:
Will include, but not limited to:

• Assist with market information required for transactions and clients, such as rental rates, vacancy information and client details.
• Capturing of all new lease agreements, lease renewals and lease corrections intercompany systems, or as required by clients
• Assist in compiling reports, communication and meeting information after client meetings.
• Keep, maintain and update detailed monthly status updates of the clients lease portfolio, as well as future transactions.
• Assist with compiling transaction-related reporting schedules.
• Actively maintain a reminder system to ensure finalisation of all matters pertaining to ongoing transactions.
• Provide support where required for business cases for the finalization of transactions.

Decision making authority:

• Works within the broad framework of existing policies and guidelines, as amended from time to time.
• Required to work strictly within prescribed rules, routines & standards.

Experience / Education / Knowledge:

• Grade 12 or relevant qualification equal to NQF level 4. Additional Property related qualification of any NQF 5 or higher
• A Bachelor’s Degree in Finance, Property Management, Business or Accounting will be an advantage.
• At least 3-5 years relevant experience in Real Estate Services, i.e. leasing administration, financial accounting and negotiation/communication skills, directly interfacing with clients and providing general administrative support services.
• Knowledge of South Africa’s property industry, property markets and general administration/Accounting/Finance acumen.
• Knowledge of Asset Management and knowledge of the legal requirements of the essentials of a lease agreement.

Skills required:

• Typing, Computer literacy (Advanced MS Office, MS Word, MS Excel, Power Point, Contract Creation & Procurement system, SAP)
• Telephone Skills
• Administration and organisational skills Presentation skills
• Interpersonal skills
• Negotiation skills, i.e. leasing or brokering Analytical/sound numeracy skills