Head Of Finance And Administration

Job Description: To ensure that finance is seen as a value adding business partner (Business, Tenants, Property Asset Management and External clients).

Develop Finance's influence in the making of business decisions.

To oversee and manage all aspects of the Client Portfolio Financial Department.

1. Portfolio Management and Reporting
2. Managing and providing guidance to Reporting and Operational Financial Managers
3. Assisting in and reviewing of deliverables due to client
4. Reporting of Net Property Income for Client - timely, accurately and of expected quality
5. NPI and balance sheet splits per property and reporting to client
6. Management of Net Property Income for Client
7. Financial Management for Client
8. Balance Sheet control (maintenance of GL account list, clearing of open item managed accounts, management of monthly reconciliations of all balance sheet items, maintenance of interco loan accounts, management of maintenance of fixed asset registers, following up of long outstanding items)
9. Maintenance of working capital reconciliation
10. Reporting ROU to client
11. Reporting of debtors / creditors and cash reconciliation
12. Provide Management information and reports
13. Pro-active communication with and feedback clients
14. Provide ad-hoc reports as required
15. Handling of queries related to financial reporting
16. Auditing & Analytical explanations
17. Oversee the compiling of financial statements
18. General Ledger Management
19. Adjustment Account Management
20. Management information and reports
21. Monthly statutory reporting
22. Cash management and distributions to owners and co-owners as well as Stanlib investment
23. Review of management fee calculation and monitor against PMA
24. Invoice management fees
25. Management of lease related reporting
26. Attend monthly manco meetings with client
27. Review of commissions
28. Management of cashflow and owner payments including management of banking
29. Management of credit control department and arrears
30. Management of billings department
31. Management of Turnover administration
32. Calculation and management of client KPI scorecard
33. Consolidated financial report to client
34. BEE Spend management
35. Compilation of OPSCO report
36. Compilation of OPCO report
37. Maintenance of Std Management Pack
38. Maintenance of policies and procedures
39. Drafting new policies as and when required by landlord and management company
40. Management of recurring monthly SLA expenditure in conjunction with centres and AP
41. Management of marketing fund income statements and balance sheets as well as related reconciliations (incl gift cards)
42. Management of non-gla income on consolidated basis
43. Management of insurance claims, correspondence with insurer and annual insurance journal
44. Budgeting and Forecasting
45. Assisting in and reviewing of budgets and forecasting, ensuring final deliverables meet the client quality standards and is finalised within the given timelines
46. Improve budget process by standardisation and roll out of templates
47. Compilation, in conjunction with business of annual budgets
48. Budget management
49. Co-ordination including the establishment of deviations
50. Reporting on deviations (consolidated)
51. Handling of queries
52. Analyse and determine tendencies, evaluate, budget management & explain deviations
53. Management of normalisation calculations
54. Monthly forecasting and reporting thereof
55. Management of quarterly forecasts and presentation of results to owners
56. Data Integrity
57. Management of contractual information input in SAP and other related systems
58. Lease audits
59. System development
60. Automation of processes with regards to reporting and management fees
61. Development in conjunction with Financial Analyst
62. Input how transactions should be treated financially on IT systems
63. Liaise with IT on a continuous basis to improve reporting and ensure automatization of reports
64. Point of contact between business and IT
65. Business Unit Profit
66. Review results
67. Manage actuals vs budgets
68. Receive the input of functions on budget (commissions, salaries and management fees)
69. Input with regards to projections
70. Control and update Projections
71. Pro-active identification of over and under spending
72. Manage Income and Balance sheet of region
73. Cost control
74. Audit
75. Oversee internal and external audits for cluster as well as management company
76. Handle queries on audit report
77. Preparation of audit packs
78. Arrange audits as required
79. Implement audit recommendations
80. People Management
81. Set targets for Senior Financial Managers, accountants and Administrator in order to meet targets
82. Updating Job descriptions
83. Training (Formal and informal)
84. Personal Development Plans
85. Performance Management
86. Compliance audits at centres
87. Business Partnering
88. Oversee the following functions and provide guidance to the teams
89. Auditing
90. Creditors (Sorting out of problem areas, Managing orders / GRN process, liaison with SSC)
91. Debtors (Sorting out of problem areas, Managing arrears and legal, liaison with SSC)
92. Directly responsible for
93. Training of business staff
94. Municipal accounts recoveries (reporting of exceptions)
95. Follow-up on problem cases and high outstanding amounts (sundry debtors)
96. Business unit support
97. Form part of the business team (OPCO) and deliver outputs that support business decision making
98. Advice, consultation and general financial support
99. Provide strategic input to decisions and discussions
100. Risk and Compliance
101. Review KPI's and ensure KPI's are measured and reported timely on a monthly basis
102. Driving results with business to ensure KPI's are met and provide continuous feedback to senior management
103. Liaising with SARS on any requests and resolve accordingly
104. Review VAT reconciliations and ensure timeous settlement of VAT payments
105. Completion of income tax returns where applicable
106. Management of compliance related items in terms of the PMA
107. Maintenance of combined portfolio risk registers
108. Monitoring of BEE expenditure in line with scorecard requirements
109. Capex Monitoring
110. Maintenance of fixed asset register (calculation of and fixed asset recon and entries to be sent through to owner)
111. Updating of capex tracking schedule and maintenance of forecasted capital expenditure
112. Verify expenditure against project lists
113. Ensure correct treatment of capex vs opex expenditure
114. Monthly reporting of status of capital expenditure to client
115. Leasing and admin
116. Key contact between finance and leasing
117. Providing data and support to the leasing team to ensure proactive management of lease expiry profile for the portfolio
118. Providing data to the leasing to enable them to conduct research on rental trends
119. Provide support and guidance to retail centres on annual budgets
120. Attend to landlord queries in terms of any leasing information effecting financial reporting
121. Tracking of commissions for management and provide feedback to senior management
122. Driving of commissions for management company and provide team with information to ensure targets are met
123. Credit vetting and legal
124. Key contact between finance, leasing and leasing
125. Providing guidance and oversight to the credit vetting and legal teams
126. Review financial templates for credit vetting and provide timely feedback to landlord
127. Drive credit control across the portfolio through credit vetting and General Managers
128. General
129. Report to Portfolio Director and functional reporting to CFO and assist in any adhoc requests
130. Responsible for all service outputs from shared portfolio support functions that impact the portfolio i.e. banking, accounts payable, IT, systems, compliance and other

1. CA (SA) with 3 years articles
2. 4 years post articles relevant experience
3. Experience in the property management industry essential
4. Computer literacy: SAP / SAP BI; MS Office - Excel Advanced, Outlook and Word
5. Detailed knowledge of all financial policies, procedures and processes, capital expenditure, contract management legal aspects, income statements, balances sheets, budgets, forecasts, IFRS and Tax
6. Interface / relationships with: Internal: Procurement, Banking, Accounts Payable, IT, Finance and Admin Managers, Accountants, OPCO's, SSC, Business External: Contractors, Clients, Financial Directors, Tenants, Property Asset Management, Accountants, auditors of listed funds.