Specialist Properties

**Position Overview**:
**1. Energy & water monitoring**
- Daily monitoring of the web interface for high water consumption.
- Daily monitoring of the web interface of the PV system to ensure the same is operational.
- Daily monitoring of the web interface for high electricity consumption.
- Monthly motoring of the water recycling plants.
- Take appropriate action based on the findings of the above-mentioned items.
- Prepare a monthly report on energy & water consumption.
- Liaise with Risk and Sustainability department on any queries they might have regarded MSMS reporting.

**2. Filing**
- Title Deeds:

- Ensure that all original title deeds are kept safely.
- Management and control of the original title deeds.
- Collection of title deeds when properties are purchased.
- On sale of properties title deeds to be submitted to the transferring attorneys
- Audit the title deeds every six months.
- Prepare a monthly report on the status of the title deeds, with follow up and action required comments.
- Compliance documentation:

- Maintain the master plan files (electronically & physical) in an up-to-date state.
- Obtain missing compliance documentation.
- Prepare a monthly report on the status of the compliance documentation.
- Project files relating to new developments, alterations and/or maintenance projects:

- Maintain the project files (electronically & physical) in an up-to-date state.
- Motus Shared Drive:

- Establish a filing protocol system.
- Review and rename all scanned documents. Same to be filed appropriately.
- General:

- Assist operations with requests for copies of documentation.

**3. Property Database**
- Maintain the database so that it is up to date prior to each month end.
- Produce and distribute regular and ad hoc reports from the database.
- Identify potential upgrades to the system.
- Utilise and act on system follow-ups.

**Specific Role Responsibilities**:
**4. Maintenance**
- Develop and manage a maintenance programme for all owned and leased premises.
- Schedule maintenance inspections and distribute reports and liaise with the relevant stakeholders.
- Follow-up that maintenance has been done by dealerships.
- Monitor dealership maintenance provisions and assist the finance department where necessary in sorting out maintenance provisions.
- Develop and maintain a list of “approved” maintenance contractors for each of the main regions, in conjunctions with the procurement department.

**5. Valuations**
- Ensure that properties are valued every 3 years.
- Property valuations vs Municipal valuations to be compared and addressed with relevant municipalities.
- Log queries if valuations are inconsistent with the municipal and market value.
- Follow up on queries logged.

**6. Miscellaneous**
- Carry out miscellaneous assignments and activities as assigned from time to time.
- Assist with the preparation of the Property Committee Meeting Pack.
- Attend to preparing meeting minutes when required.

**7. Municipal accounts**
- Liaison with Council and/or Service provider to:

- Resolving account queries.
- Opening and closing of municipal accounts.
- Prepare a monthly report on the status of the municipal accounts.

**Qualifications and Experience**:
**8. Competencies**
- Ideally the person will have worked in a property administration environment, or a legal environment related to property or an accounts/administrative environment.
- Be in possession of a driver’s license and willing to travel.

**Skills and Personal Attributes**:
8. Competencies
- Be computer literate and have experience in the use of Microsoft Word, Excel, and Outlook.
- The person must have an analytical competence and be able to relate adequately to a wide variety of people including directors, dealer principals/general manager’s property brokers and developers, architects, quantity surveyors, engineers and motor manufacturer representatives and dealer planning staff.