Portfolio Manager: Retail Operations

2 weeks ago

Pretoria, Gauteng, South Africa City Property Full time

The purpose of the job is to manage and provide leadership to the Retail Operations portfolio, to ensure well-managed, well-maintained centres.

It is also expected that this role will ensure that all systems and policies are adhered to in a customer centric manner, in line with company goals and objectives.


Perform Financial and administrative tasks and duties associated with the role:

  • Presentation and implementation of annual budgets.
  • Monitor and ensure the management of arrears in conjunction with Centre Managers to acceptable levels.
  • NPI - Achieve the net property income (R&M only) that was budgeted for on centres during the review period.
  • Prepare for monthly budget meetings.
  • Manage consolidated monthly Retail Operations reports compiled by Centre Managers.

Manage Centre/ Retail Operations projects:

  • Knowledge of the market in which the Centres trades
  • Ensure that centres are formally inspected.
  • Approval of monthly inspections - CheckIT.
  • Ad-hoc building inspections.
  • Identify risk and shortcomings and address in appropriate manner.
  • Active involvement in CPA support departments and monthly meetings with supports departments.
  • Drive the marketing strategy in conjunction with marketing department and Centre managers.
  • Manage maintenance concerns raised internally by all relevant stakeholders e.g. leasing, technical) and ensure they are addressed timeously.
  • Oversee the management of service providers and monitor the quality of work thereof.
  • Oversee the management of Monitor jobs facility by Centre Managers ensuring that all notes are being completed regularly to evidence.
  • Approval and sigh-off of instructions, bad debts, legal files etc. within SODA
  • Motivate upgrades and improvements where these are deemed necessary.
  • Attending site meetings of project buildings.
  • Oversee vacancy management and implementation of action plans.
  • Monitor turnaround time of tenant, customer, and departmental queries.
  • Quality control and accuracy of deliverables and output documentation
  • Authorize quotes and invoices within SODA.

Oversee Retail Operations Risk Management:

  • Oversee the identification of Risks within Retail Operations.
  • Management the creation and implementation of risk management plans within Retail Operations.

Staff management of the subordinates:

  • Performance management
  • Time management
  • Coaching and mentoring of the staff.
  • Monthly staff meetings
  • Ensure that the staff structure is supportive of the centre's requirements.
  • Motivate and encourage the team members to perform effectively.
  • Compile and file performance agreements twice per year.
  • Manage poor performance and develop an effective plan to correct the performance.
  • Provide constructive feedback to subordinates regarding their performance.
  • Oversee the work of the subordinates and ensure that they do their work as required.
  • Mediate the process between the tenants and the Centre Managers to ensure that matters are handled effectively.
  • Selection and recruitment of new staff members.
  • Identifying talent within the business and encourage development and retention.

Build relationships with internal and external parties:

  • Improve communication and work as a team with other departments.
  • Encourage staff to work well with other departments and promote building professional relationships.
  • Ensure issues are resolved first at a departmental level before being escalated unnecessarily.
  • Achieve the required relationships with tenants, owners, contractors, and other external parties.
  • Manage poor performance and develop an effective plan to correct performance.
  • Selection and recruitment of new staff members
  • Identify talent within the business and encourage development and retention.

Working conditions:

Office Based. Extensive travelling within Pretoria required.
Own vehicle required.

Qualifications & Experience:

  • Three-year Property Management related qualification.
  • A minimum of 5 years' property management experience required.
  • Estate Agencies Affairs Board Competency Certificate (NQF Level 4).
  • A minimum of 3 years people management (preferably in a property management set up) experience is required.
  • Retail Management experience is desirable.

Skills & Knowledge Required:

MS Office skills required:
a. MS Word - Intermediate
b. MS Excel - MS SharePoint

  • Advanced
c. MS Outlook - Intermediate

  • Working knowledge of MDA System is required.
  • Financial acumen.
  • Property management knowledge required.
  • Intermediate administrative knowledge and skills required.
  • Good report writing skills.
  • Staff management skills.
  • Ability to handle social media presence.
  • A holistic understanding of the business required.

Personal Attributes**:

1.
Problem solving - finding solutions when emotions are involved.
2.
Reality testing - be objective; see things as they really are.
3. **Impul

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