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Commercial Property Manager

3 months ago


Johannesburg, Gauteng, South Africa HR Studio Full time

We are looking for


An eager and enthusiastic individual to join our clients' team as a Commercial Property Manager to assist with all aspects of administrative, financial and operational activities arising in respect of the properties under management.


Who are you?

  • You have a customerfocused attitude
  • Detailoriented
  • Excellent communication skills (verbal and written) ability to interact at all levels internally and externally
  • Be a team player
  • Organised, efficient and deadline focused
  • Detail oriented with strong focus on accuracy
  • Ability to work independently and are selfmotivated
  • Numeracy and financial skills and appreciation.
  • Ability to adapt to a variety of environments and work demands.
  • Ability to maintain a high level of sensitivity to client and tenants needs.
  • Willingness to work additional hours as the demands of the job might indicate.

What's the role?

You will be responsible for:

Queries and Reconciliations

  • Responding to matters raised by property owners, tenants and service providers within one day of receipt.
  • Responding to all queries in respect of rental and other charges (utilities, rates, interest, legal fees, recoveries, etc.) and maintenance within one day of receipt.
  • Ensuring responses and actions are aligned with company processes as well as terms of each individual tenant lease.
  • Investigating any issues raised by tenants and ensuring the best route of action is taken to resolve the issue.
  • Attending to all reconciliations in respect of rental and other charges within one day of receipt.
  • Filing of all correspondence in respect of the above.
Vacancies

  • Receiving calls from 'to let' boards from potential tenants.
  • Contacting brokers in your area to ensure your vacancies are given attention.
  • Showing potential tenants space to let and following up with potential tenant leads.
  • Updating the vacancy schedule (to go to brokers) on a monthly basis as per company process.
  • Updating vacancy listings on online platforms.
  • Ensuring vacant spaces are appropriately whiteboxed and meet the company's standards.
  • Helping to create leasing brochures.
Lease administration

  • Preparation of all offers to lease, including forwarding to tenant and ensuring that all signed documentation is returned timeously and correctly.
  • Obtaining approval under POPI requirements for and checking of tenant credit ratings with TPN, and obtaining Head of Property Management's and Directors approval of tenant's credit worthiness.
  • Preparation of all lease agreements, addendums, cession documents, etc.
  • Signing off of all lease details in MDA including all tenant details, and checking & confirming of it against the lease agreement.
  • Forwarding of lease documentation to tenants and ensuring that all signed documentation is returned timeously.
  • Forwarding of signed lease documentation to the landlord for approval and signature and ensuring that all signed documentation is returned timeously.
  • Providing the property administrator with the final signed lease document and ensuring the tenant is loaded on MDA and an invoice is sent out as per requirements prior to occupation.
  • Signing off the tenant's lease schedule once it has been loaded by property administrator on MDA.
  • Ensuring that all FICA documentation are obtained, confirmed and filed with the signed lease agreement.
  • Maintain tenant files within the requirements of POPI.
  • Working on early lease renewal offers as per specified process.
Operations

  • Attending to all operations and maintenance issues for the property portfolio.
  • Monthly site inspections of every building in the property portfolio (to be tracked as per specified process).
  • Securing, adjudicating and making recommendations in respect of service providers and contractors quotes.
  • Procuring, negotiating and concluding service providers and contractors contracts.
  • Preparing and issuing work orders to service providers and contractors with clear instructions as to what work is to be carried out.
  • Instructing service providers and contractors to proceed with work once the necessary approval has been obtained from the property owner and might be required.
  • Informing relevant stakeholders of all incidents, as well as work being performed by service providers and contractors.
  • Inspecting and accepting the work carried out by service providers and contractors.
  • Helping with the due diligence when purchasing new properties.
General Administration

  • Assisting the Head of Property Management in respect of administration requirements.
  • Arranging meetings between the Head of Property Management and the tenant where required.
  • Securing debit order authorisation instructions from tenants.
  • Filing of all correspondence in respect of the above.
  • Monitoring and helping to update the website.
  • Taking notes and minutes in meetings.
  • Following administrative processes as stated in the property management manual.
  • Updating the "bus" manual w