Assistant Residence Manager

2 weeks ago

Cape Town, Western Cape, South Africa Tower Group Full time

Required:

  • Grade 12 (Matric), additional related Property management training and/or maintenance building background preferred.
  • Minimum of 4 years' related experience.
  • Student accommodation experience essential.
  • Strong Proficiency in relevant computer and software packages i.e. MS Office
  • Excellent understanding of Property management and student accommodation procedures.
  • Knowledge of budgeting, service contracts, and leasing agreements.

Responsibilities:

Operations management of property and related facilities:
Assumes responsibility for the effective operations management of property and related facilities.
- a) Student management

  • Engage students on needs and evaluations.
  • Formulate and/or advance standard procedures for dealing with a range of regularly occurring types of crises related to the care of students, housing facilities and services
  • Assist with leasing process
  • Assist with intakes/Vacate process
  • Assist with site coordination
  • Assist with compliance and conformity to house rules
  • Assist with student life program
  • Assist with event management
  • Assist with inspection process
  • Assist with key handover and register process
  • Assist with student mentoring
  • Assist with student files and information
  • Assist with any other assistance required by management team
  • Building management
  • Maintain various management systems in student accommodation service offering
  • Assist with building mutually beneficial relationships with all stakeholders of the residence
  • Assist with management of all areas of residence
  • Assist with management of repairs, revamps and refurbs including reporting
  • Assist with management of conducting inspections, handovers and walkabouts
  • Assist with management of OHS site compliance
  • Assist with ensuring students adhere to policies
  • Assist with asset register and assistance with compilation
  • Assist with meter reading
  • Assist with management subcontractors
  • Assist with management of site operations
  • Assist with management of maintenance aspects, BMS and audits
  • Assist with reactive and planned maintenance
  • Assist with effective management of risk
  • Assist with document storage facility secure
  • Leases
  • Assist with Negotiating certain leases/renewals as prescribed by manager, including parking bays
  • Assist with preparing lease documents
  • Assist with correct revenue stamping
  • Assist with correct signatories in place
  • Assist with records tracking of document until completion
  • Reports
  • Assists with ensuring that accurate student schedules are maintained for each building
  • Assisting with vacancy schedule is updated and copied to each member of staff
  • Assisting with the compilation and presentation of the above with the building financial details and general information, to form the monthly client report
  • Assists with compilation of monthly management report pack
  • Ensures that deadlines are met
  • Financial
  • Assists residence manager with all aspects on the income and expenditure annual budget conformance
  • Student liaison
  • Mentors students
  • Ensure student information and file is up to date
  • Checks prospective student details via credit bureau for adverse information
  • Confirms initial payment before the lease agreement is drawn up
  • Advises Residence Manager arranges for signage/keys/parking disc etc.
  • Amends vacancy schedule
  • General
  • Broker liaison
  • Student correspondence
  • Filing/ archiving
  • Annual audit preparation
  • Student complaints
  • Contractor liaison

Maintenance and Reporting:

Assumes responsibility for the effective maintenance and reporting of financial records.

  • 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

Professional Business Relations:

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.

Ad hoc:

Assumes responsibility for related duties as required or assigned.

  • Ensures that the work area is clean, secure, and well maintained.
  • Completes special projects as assigned.
  • Reports
on Operational expenses, foot traffic, security incidents etc.

  • Public Relations: Assistance to the PR / Marketing functions

Advancing student accommodation:

Assumes responsibility for advancing the student accommodation offering.

  • Participates in a variety of meetings, committees and teams to communicate information

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