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. To develop systems that cater for the reporting needs of Property Owners.

DUTIES:

Portfolio Management and Reporting

1. Managing and providing guidance to Reporting and Operational Financial Managers
2. Assisting in and reviewing of deliverables due to client
3. Reporting of Net Property Income for Client - timely, accurately and of expected quality
4. NPI and balance sheet splits per property and reporting to client
5. Management of Net Property Income for Client
6. Financial Management for Client
7. 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)
8. Maintenance of working capital reconciliation
9. Reporting ROU to client
10. Reporting of debtors/creditors and cash reconciliation
11. Provide Management information and reports
12. Pro-active communication with and feedback clients
13. Provide ad-hoc reports as required
14. Handling of queries related to financial reporting
15. Auditing & Analytical explanations
16. Oversee the compiling of financial statements
17. General Ledger Management
18. Adjustment Account Management
19. Management information and reports
20. Monthly statutory reporting
21. Cash management and distributions to owners and co-owners as well as Stanlib investment
22. Review of management fee calculation and monitor against PMA
23. Invoice management fees
24. Management of lease related reporting
25. Attend monthly manco meetings with client
26. Review of commissions
27. Management of cashflow and owner payments including management of banking
28. Management of credit control department and arrears
29. Management of billings department
30. Management of Turnover administration
31. Calculation and management of client KPI scorecard
32. Consolidated financial report to client
33. BEE Spend management
34. Compilation of OPSCO report
35. Compilation of OPCO report
36. Maintenance of Std Management Pack
37. Maintenance of policies and procedures
38. Drafting new policies as and when required by landlord and management company
39. Management of recurring monthly SLA expenditure in conjunction with centres and AP
40. Management of marketing fund income statements and balance sheets as well as related reconciliations (incl gift cards)
41. Management of non-gla income on consolidated basis
42. Management of insurance claims, correspondence with insurer and annual insurance journal

Budgeting and Forecasting

1. Assisting in and reviewing of budgets and forecasting, ensuring final deliverables meet the client quality standards and is finalised within the given timelines
2. Improve budget process by standardisation and roll out of templates
3. Compilation, in conjunction with business of annual budgets
4. Budget management
5. Co-ordination including the establishment of deviations
6. Reporting on deviations (consolidated)
7. Handling of queries
8. Analyse and determine tendencies, evaluate, budget management & explain deviations
9. Management of normalisation calculations
10. Monthly forecasting and reporting thereof
11. Management of quarterly forecasts and presentation of results to owners

Data Integrity

1. Management of contractual information input in SAP and other related systems
2. Lease audits

System development

1. Automation of processes with regards to reporting and management fees
2. Development in conjunction with Financial Analyst
3. Input how transactions should be treated financially on IT systems
4. Liaise with IT on a continuous basis to improve reporting and ensure automatization of reports
5. Point of contact between business and IT

Business Unit Profit

1. Review results
2. Manage actuals vs budgets
3. Receive the input of functions on budget (commissions, salaries and management fees)
4. Input with regards to projections
5. Control and update Projections
6. Pro-active identification of over and under spending
7. Manage Income and Balance sheet of region
8. Cost control

Audit

1. Oversee internal and external audits for cluster as well as management company
2. Handle queries on audit report
3. Preparation of audit packs
4. Arrange audits as required
5. Implement audit recommendations

People Management

1. Set targets for Senior Financial Managers, accountants and Administrator in order to meet targets
2. Updating Job descriptions
3. Training (Formal and informal)
4. Personal Development Plans
5. Performance Management
6. Compliance audits at centres

Business Partnering

1. Oversee the following functions and provide guidance to the teams
2. Auditing
3. Creditors (Sorting out of problem areas, Managing orders/GRN process, liaison with SSC)
4. Debtors (Sorting out of problem areas, Managing arrears and legal, liaison with SSC)
5. Directly responsible for
6. Training of business staff
7. Municipal accounts recoveries (reporting of exceptions)
8. Follow-up on problem cases and high outstanding amounts (sundry debtors)
9. Business unit support
10. Form part of the business team (OPCO) and deliver outputs that support business decision making Advice, consultation and general financial support
11. Provide strategic input to decisions and discussions

Risk and Compliance

1. Review KPI's and ensure KPI's are measured and reported timely on a monthly basis
2. Driving results with business to ensure KPI's are met and provide continuous feedback to senior management
3. Liaising with SARS on any requests and resolve accordingly
4. Review VAT reconciliations and ensure timeous settlement of VAT payments
5. Completion of income tax returns where applicable
6. Management of compliance related items in terms of the PMA
7. Maintenance of combined portfolio risk registers
8. Monitoring of BEE expenditure in line with scorecard requirements

Capex Monitoring

1. Maintenance of fixed asset register (calculation of and fixed asset recon and entries to be sent through to owner)
2. Updating of capex tracking schedule and maintenance of forecasted capital expenditure
3. Verify expenditure against project lists
4. Ensure correct treatment of capex vs opex expenditure
5. Monthly reporting of status of capital expenditure to client

Leasing and admin

1. Key contact between finance and leasing
2. Providing data and support to the leasing team to ensure proactive management of lease expiry profile for the portfolio
3. Providing data to the leasing to enable them to conduct research on rental trends
4. Provide support and guidance to retail centres on annual budgets
5. Attend to landlord queries in terms of any leasing information effecting financial reporting
6. Tracking of commissions for management and provide feedback to senior management
7. Driving of commissions for management company and provide team with information to ensure targets are met

Credit vetting and legal

1. Key contact between finance, leasing and leasing
2. Providing guidance and oversight to the credit vetting and legal teams
3. Review financial templates for credit vetting and provide timely feedback to landlord
4. Drive credit control across the portfolio through credit vetting and General Managers

General

1. Report to Portfolio Director and functional reporting to CFO and assist in any adhoc requests
2. Responsible for all service outputs from shared portfolio support functions that impact the portfolio I.e. banking, accounts payable, IT, systems, compliance and other

Requirements

• CA (SA) with 3 years articles
• 4 years post articles relevant experience
• Experience in the property management industry essential
• Computer literacy: SAP/SAP BI; MS Office - Excel Advanced, Outlook and Word
• Detailed knowledge of all financial policies, procedures and processes, capital expenditure, contract management legal aspects, income statements, balances sheets, budgets, forecasts, IFRS and Tax
• 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. Regulatory bodies eg SARS

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