Property Portfolio Manager

2 weeks ago

Johannesburg, Gauteng, South Africa Malander Full time
Malander is seeking a Property Portfolio Manager for a client based in Sandton. The Portfolio Manager should attend to all aspects of administrative, financial and operational activities arising in respect of the properties under management as well as the general running of the company alongside the Head of Property Management.

Responsibilities:
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;
  • Attending to all reconciliations in respect of rental and other charges within one day of receipt;
  • Processing of all adjustments including ensuring that any credit or refunds due to the owners and/or tenants are processed timeously;
  • Filing of all correspondence in respect of the above.
Vacancies:
  • Vacating tenants on MDA at the end of lease periods if the tenant does not renew its lease;
  • Filing of all correspondence in respect of the above;
  • Updating of vacancy notes on MDA when a tenant is vacated;
  • Receiving calls from 'to let' boards from potential tenants;
  • Showing potential tenants space to let and following up with potential tenant leads;
  • Helping to create leasing brochures and To Let boards;
  • Building and maintaining broker networks
Lease administration:
  • Preparation of all offers to lease, including forwarding to tenant and ensuring that all signed documentation is returned timeously;
  • Obtaining approval under POPI requirements for and checking of tenant credit ratings with TPN, and obtaining Property Regionals Manager's approval of tenant's credit worthiness;
  • Preparation of all lease agreements, addendums, cession documents, etc.;
  • Capturing of all lease details in MDA including all tenant details, printing of lease schedule reports and the checking and confirming of it against the lease agreement;
  • Forwarding of signed lease documentation to the landlord for approval and signature and ensuring that all signed documentation is returned timeously.
Operations:
  • Attending to all operations and maintenance issues for the property portfolio;
  • Securing, adjudicating and making recommendations in respect of service providers and contractors quotes;
  • Procuring, negotiating and concluding service providers and contractors contracts.
General Administration:
  • 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;
  • Take-on and/or Handover of buildings;
  • Capturing new building details into MDA, including loading owners, property and tenant details.
Financial:
  • Monitor rental payments and manage rental debtors including capturing of recoverable charges (utilities, maintenance, etc.) legal process in accordance with the Company's debtor management procedure;
  • Manage creditor invoicing and check, pay and process on DOKKA and MDA all creditor invoices including those of local authorities / utilities suppliers;
  • Month end processing including bank reconciliations;
  • Management and payment of VAT amounts due.
Budgets:
  • Reforecasting of budgets per Property Owners, Directors or Head of Property Management instructions;
  • Capturing of any adjustments to budgets, recalculating the budget and uploading the revised budget – all to be completed between the 25th of the month.
Management Reports:
  • Preparing Trial Balance, Rent Roll and Owner Statements for each property before the 5th of the month, including making the reports available to property owners;
  • Overseeing debtors and creditors, working with finance team on reporting;
  • Preparing a full management report for each property before 13h00 on the 17th of each month, including making the report available to property owners.
Owner Statements:
  • Close and run Owner Statements for the month before 09h00 on the 17th of the following month;
  • Owner statement for the month to be sent to Owner.
General:
  • Ensuring that all recoveries are loaded in respect of items deemed recoverable in terms of the Lease Agreement;
  • Updating market rentals on MDA by the last day of each month;
  • Contacting tenants for turnover figures where applicable;
  • Prepare and manage relevant portfolio parking schedules;
  • Overseeing all aspects of the property management business;
  • Overseeing file management systems.
Annual Responsibilities:
  • Municipal rates recoveries adjustments including ensuring that all increases are captured against tenant accounts before the 20th of June each year;
  • Municipal property valuations checking and advice accordingly to property owners;
  • Archiving of tenant files and building office files including management of files in accordance with POPI;
  • Audit lease agreements for to ensure rental and recoveries are correct.
Knowledge, Skills and Abilities Required:
  • Property administration qualifications and experience;
  • Excellent written, verbal, interpersonal and organisational skills;
  • Numeracy and financial skills and appreciation;
  • Computer literacy and a thorough knowledge of the MDA property management system;
  • 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

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