Property Manager/bid Coordinator

2 weeks ago

Pretoria, South Africa Ability Recruitment Full time

2023-04-25 - 2023-05-23
- Permanent
- JHB002768
- Property- Gauteng, Pretoria
- Annually Cost To Company (Market related, Negotiable)- Maximize the financial performance of the portfolio, maintaining the buildings according to accepted business standards and managing tenants and staff. Secondary, to assist with the coordination, preparation, and submission of bid or tender documentation.
- REQUIREMENTS:

- 3 Years’ experience in a property management environment
- Tertiary qualification suitable to the Property environment
- Estate Agencies Affairs Board Competency Certificate (NQF Level 4) - Required
- Fidelity Fund Certificate - Full Status - Preferred
- Experience in bid/tender coordination, preparation, and submission - Preferred

DUTIES:
Financial performance of the Portfolio
- Prepare and refine portfolio budgets in line with agreed assumptions and other relevant information to determine the targets to be achieved for the financial year.
- Review and report monthly on financial and operational performance of portfolio against budgets and targets achieved.
- Update of notes and comments within deadlines as required for reporting purposes.
- Assist and provide supporting calculations/information to finance team for completion of reasonable forecast.

Cost Management and Building operations
- Ensure that buildings are formally inspected, managed, and maintained in line with Company standards. Submit inspection forms as per requirements. Ensure vacant units are in a lettable condition and listed on the vacancy list.
- Monitor and manage budgeted expenses items in line with planned timelines.
- Ensure maintenance concerns reported by tenants and in general are escalated internally and resolved successfully.
- Ensure the work done and quality of services provided by outsourced contractors (e.g.,
- cleaning, security, etc.) as well as maintenance teams are monitored and reviewed continuously.
- Consider and recommend changes to outsourced services and staff compliment (security guards, building staff, cleaners, rubbish removal charges, etc.) to achieve optimal financial and operational performance.
- Ensure stock controls are implemented, maintained, and monitored monthly.
- Review, evaluate and oversee signage at the buildings.
- Motivate upgrades and improvements to buildings where these are deemed necessary.
- Review and monitor water, electricity and other utility costs and services provided.
- Monitor parking and access control and ensure collaboration with support (if relevant).
- Provide input to the Leasing department as well as the Property Manager: Dealmaker in terms of tenant retention and related aspects to consider during leasing processes.
- Ensure risks are identified, reported, and managed in line with Company Risk Policy.

Build relationships with tenants, internal and external parties.
- Manage customer service matters in line with Company standards and within agreed service levels.
- Communicate and work as a team with other departments.
- Achieve the required relationships with tenants, owners, contractors, and other external/internal parties.
- Clear communication, presentation, and reporting at various forums.

Staff Management
- Oversee work of subordinates and conduct performance reviews as per agreed policies.
- Guide and mentor building staff to obtain desired objectives and performance.
- Manage poor performance, when necessary, in consultation with HR and Portfolio Manager.
- Provide constructive feedback to subordinates regarding their performance.

Bid/tender co-ordination, preparation and submission
- Assist with tender submissions, including written documentation and presentations, tailored to the requirements of each individual tender, bid document and prospective tenant.
- Produce the best possible bid for the company ensuring adherence to company policies and procedure.
- Ensure accurate rental calculations.
- Assist with carrying out research, update records and maintain detailed information.
- Ensure all bid submission documentation is clear, concise, and most importantly compelling.
- Source and co-ordinate design input to ensure the visual standard of all documentation and presentation material is first class to ensure the bid submission leaves a lasting impression.
- Responsible for identifying opportunities through various platforms for office space from Government Departments / Parastatals in the PTA and JHB CBD’s.
- Responding to the opportunities timeously ensuring that the proposed solution complies with the minimum requirements.
- Attend compulsory briefing sessions and ensure that all the required documentation is obtained.
- Maintain accurate records (manual & electronic) of all the tenders and /or bids.
- Follow up on tender validity from the prospective client.
- Submit tender extension documents.

Government Liaison & Duties
- Manage government supplier registration databases.
- Manage collaboration and submissions of Rode Report rates and other platform

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