Property Manager: Residential

7 months ago

Johannesburg, South Africa City Property Full time

The purpose of the role is to manage the property portfolio to maximize the income and tenant retention and manage the expenses. The role is secondly responsible for the overall maintenance of the building. The role is further responsible for managing tenants and employees.

**Facilitate/Manage Tenant Renewals.**

1. Ensure existing tenant good standing are reviewed monthly for inclusion to renew their leases.
2. Contact tenants timeously to conduct approved renewals and have them uploaded to MDA,
3. Align renewal rentals with the budgeted/increased rental.
4. Build and maintain strong relationships with tenants.

**Provide support to the leasing process.**

1. Identify new competitors and offerings in neighboring buildings that could affect letting and vacancies at properties and communicate to relevant stakeholders.
2. Ensure adherence to CPA quality standard.
3. Provide support in finalizing the renewals within the portfolio.
4. Ensure all information on buildings utilized by Leasing team and prospective tenants are correct.

**Maintaining of Building Standards.**

1. Visit all vacant units as and when the unit becomes available to ensure that all vacant units are in a lettable condition.
2. Complete and sign off monthly building inspection forms.
3. Log jobs on repairs & maintenance system.
4. Manage and monitor the job report accurately and timeously.
5. Ensure that all inspection forms are completed and returned within 10 days of the vacate date.
6. Facilitate processes and projects between Engineering, Projects, and Maintenance departments (i.e. scope, preparation, documents, plans, designs, etc.).
7. Regularly visit the building to identify possible upgrades and new facilities.
8. Relocate tenants to more suitable premises if required.

**Management of financial elements.**

1. Provide input and manage the annual budget timeously and accurately.
2. Report monthly on variances, accurately and in time.
3. Review of arrears reports and support Credit Control department when necessary.
4. Address utility queries.
5. Ensure that the building staff allocation is correct on MDA, relative to the payroll report (Percentages only).
6. Provide input and manage the budget expenses in the committed time frames.
7. Review quotes and expenses to ensure effective spending in line with budget.
8. Investigate and implement cost saving initiatives.
9. Interact with the Accountants in terms of the rental forecast for the end of the Financial Year.

**Ensure that all administrative functions are done timeously and accurately.**

1. Ensure that leases/renewals drafted by Leasing are accurate.
2. Ensure that correspondence is sent to Filing for recordkeeping.
3. Meet with the tenants and facilitate the signing of the new lease/renewal agreements where applicable.
4. Follow up on outstanding leases/renewals for timeous upload to MDA.
5. Take the corrective actions stemming from Portfolio Manager instructions as per monthly portfolio and other meetings.
6. Attend the monthly portfolio meetings.
7. Sign invoices for accuracy and reasonability.

**Oversee the work of the Administrator and other subordinates.**
1. Mentor and coach, the subordinates as required.
2. Make recommendations to the Training Department in terms of suitable in-house training courses and training needs.

**Customer care and building of relationships.**

1. Portray a polite and professional attitude towards customers and contractors.
2. Responding to customer queries within an acceptable time frame.
3. Attend to customer care cases per the agreed upon SLA.
4. Facilitate meetings with tenants to increase the interaction and build the relationship**.**
5. Build and maintain working relationships with colleagues and service providers.

**Working conditions**:
Office Based. Regular travelling required. After hour calls and emergency assistance required.

**Qualifications & Experience**:
1. 3 Year business/property (e.g. BSC Property Studies) related degree preferred.
2. Estate Agencies Affairs Board Competency Certificate (NQF Level 4) required.
3. 3 Years of property management experience preferred.
4. Code 08 Driver’s license required.

**Skills & Knowledge Required**:
1. Sales and lease negotiation skills.
2. Basic knowledge of credit control principles.
3. Conflict management skills.
4. Financial acumen.
5. Time management skills.
6. Basic understanding of IT programs, MS Office skills required:
a. MS Word - Basic
b. MS Excel - Basic to Intermediate
c. MS Outlook - Basic

**Personal **Attributes**:
1. **Problem solving **- find solutions when emotions are involved.
2. **Impulse control **- resist or delay impulse to act.
3. **Emotional Flexibility **- adapting emotions, thoughts, and behaviors.
4. **Stress tolerance - **coping with stressful situation.
5. **Interpersonal relationships** - building mutually satisfying relationships.
6. **Empathy** - understanding & appreciating how others feel.
7. **Independence** - be self-directed and free from emotio

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