Assistant Residence Manager

7 months ago

Cape Town, South Africa Tower Group Full time

**Required**:

- Grade 12 (Matric), additional related Property management training and/or maintenance building background preferred.
- Minimum of 2 - 4 years’ related experience.
- Student accommodation experience essential.
- Strong Proficiency in relevant computer and software packages i.e. MS Office
- Excellent understanding of Property management and student accommodation procedures.
- Knowledge of budgeting, service contracts, and leasing agreements.

**Responsibilities**:
**Operations management of property and related facilities**:
Assumes responsibility for the effective operations management of property and related facilities.
- a) Student management
- Engage students on needs and evaluations.
- Formulate and/or advance standard procedures for dealing with a range of regularly occurring types of crises related to the care of students, housing facilities and services
- Assist with leasing process
- Assist with intakes/Vacate process
- Assist with site coordination
- Assist with compliance and conformity to house rules
- Assist with student life program
- Assist with event management
- Assist with inspection process
- Assist with key handover and register process
- Assist with student mentoring
- Assist with student files and information
- Assist with any other assistance required by management team
- Building management
- Maintain various management systems in student accommodation service offering
- Assist with building mutually beneficial relationships with all stakeholders of the residence
- Assist with management of all areas of residence
- Assist with management of repairs, revamps and refurbs including reporting
- Assist with management of conducting inspections, handovers and walkabouts
- Assist with management of OHS site compliance
- Assist with ensuring students adhere to policies
- Assist with asset register and assistance with compilation
- Assist with meter reading
- Assist with management sub-contractors
- Assist with management of site operations
- Assist with management of maintenance aspects, BMS and audits
- Assist with reactive and planned maintenance
- Assist with effective management of risk
- Assist with document storage facility secure
- Leases
- Assist with Negotiating certain leases/renewals as prescribed by manager, including parking bays
- Assist with preparing lease documents
- Assist with correct revenue stamping
- Assist with correct signatories in place
- Assist with records tracking of document until completion
- Reports
- Assists with ensuring that accurate student schedules are maintained for each building
- Assisting with vacancy schedule is updated and copied to each member of staff
- Assisting with the compilation and presentation of the above with the building financial details and general information, to form the monthly client report
- Assists with compilation of monthly management report pack
- Ensures that deadlines are met
- Financial
- Assists residence manager with all aspects on the income and expenditure annual budget conformance
- Student liaison
- Mentors students
- Ensure student information and file is up to date
- Checks prospective student details via credit bureau for adverse information
- Confirms initial payment before the lease agreement is drawn up
- Advises Residence Manager - arranges for signage/keys/parking disc etc.
- Amends vacancy schedule
- General
- Broker liaison
- Student correspondence
- Filing/ archiving
- Annual audit preparation
- Student complaints
- Contractor liaison

**Maintenance and Reporting**:
Assumes responsibility for the effective maintenance and reporting of financial records.
- Preparation of monthly, annual, and other management reports.
- Assesses and reports on monthly performance against budgets.
- Prepares and motivates consolidated monthly reports for submission to client

**Professional Business Relations**:
Provides leadership to assigned personnel through effective objective setting, delegation, and communication.
- Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures.
- Discusses areas needing improvement.
- Assigns and coordinates personnel.
- Directs daily operations.
- Identifies, develops, and implements training programs as appropriate.
- Conducts performance appraisals. Provides measurable feedback to assigned personnel and suggestions for improved performance.
- Formulates and implements employee corrective actions as needed.

**Ad hoc**:
Assumes responsibility for related duties as required or assigned.
- Ensures that the work area is clean, secure, and well maintained.
- Completes special projects as assigned.
- Reports on Operational expenses, foot traffic, security incidents etc.
- Public Relations: Assistance to the PR / Marketing functions

**Advancing student accommodation**:
Assumes responsibility for advancing the student accommodation offering.
- Participates in a variety of meetings, committees and teams to communicate information

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