Portfolio Manager: Retail Operations

7 months ago

Pretoria, South Africa City Property Full time

The purpose of the job is to manage and provide leadership to the Retail Operations portfolio, to ensure well-managed, well-maintained centres. It is also expected that this role will ensure that all systems and policies are adhered to in a customer centric manner, in line with company goals and objectives.

**Perform Financial and administrative tasks and duties associated with the role**:
1. Presentation and implementation of annual budgets.
2. Monitor and ensure the management of arrears in conjunction with Centre Managers to acceptable levels.
3. NPI - Achieve the net property income (R&M only) that was budgeted for on centres during the review period.
4. Prepare for monthly budget meetings.
5. Manage consolidated monthly Retail Operations reports compiled by Centre Managers.

**Manage Centre/ Retail Operations projects**:
1. Knowledge of the market in which the Centres trades
2. Ensure that centres are formally inspected.
3. Approval of monthly inspections - CheckIT.
4. Ad-hoc building inspections.
5. Identify risk and shortcomings and address in appropriate manner.
6. Active involvement in CPA support departments and monthly meetings with supports departments.
7. Drive the marketing strategy in conjunction with marketing department and Centre managers.
8. Manage maintenance concerns raised internally by all relevant stakeholders e.g. leasing, technical) and ensure they are addressed timeously.
9. Oversee the management of service providers and monitor the quality of work thereof.
10. Oversee the management of Monitor jobs facility by Centre Managers ensuring that all notes are being completed regularly to evidence.
11. Approval and sigh-off of instructions, bad debts, legal files etc. within SODA
12. Motivate upgrades and improvements where these are deemed necessary.
13. Attending site meetings of project buildings.
14. Oversee vacancy management and implementation of action plans.
15. Monitor turnaround time of tenant, customer, and departmental queries.
16. Quality control and accuracy of deliverables and output documentation
17. Authorize quotes and invoices within SODA.

**Oversee Retail Operations Risk Management**:
1. Oversee the identification of Risks within Retail Operations.
2. Management the creation and implementation of risk management plans within Retail Operations.

**Staff management of the subordinates**:
1. Performance management
2. Time management
4. Coaching and mentoring of the staff.
5. Monthly staff meetings
6. Ensure that the staff structure is supportive of the centre’s requirements.
7. Motivate and encourage the team members to perform effectively.
8. Compile and file performance agreements twice per year.
9. Manage poor performance and develop an effective plan to correct the performance.
10. Provide constructive feedback to subordinates regarding their performance.
11. Oversee the work of the subordinates and ensure that they do their work as required.
12. Mediate the process between the tenants and the Centre Managers to ensure that matters are handled effectively.
13. Selection and recruitment of new staff members.
14. Identifying talent within the business and encourage development and retention.

**Build relationships with internal and external parties**:
1. Improve communication and work as a team with other departments.
2. Encourage staff to work well with other departments and promote building professional relationships.
3. Ensure issues are resolved first at a departmental level before being escalated unnecessarily.
4. Achieve the required relationships with tenants, owners, contractors, and other external parties.
5. Manage poor performance and develop an effective plan to correct performance.
6. Selection and recruitment of new staff members
7. Identify talent within the business and encourage development and retention.

**Working conditions**:
Office Based. Extensive travelling within Pretoria required.
Own vehicle required.

**Qualifications & Experience**:
1. Three-year Property Management related qualification.
2. A minimum of 5 years’ property management experience required.
3. Estate Agencies Affairs Board Competency Certificate (NQF Level 4).
4. A minimum of 3 years people management (preferably in a property management set up) experience is required.
5. Retail Management experience is desirable.

**Skills & Knowledge Required**:
1. MS Office skills required:
a. MS Word - Intermediate
b. MS Excel - MS SharePoint
- Advanced
c. MS Outlook - Intermediate
2. Working knowledge of MDA System is required.
3. Financial acumen.
4. Property management knowledge required.
5. Intermediate administrative knowledge and skills required.
6. Good report writing skills.
7. Staff management skills.
8. Ability to handle social media presence.
9. A holistic understanding of the business required.

**Personal **Attributes**:
1. **Problem solving **- finding solutions when emotions are involved.
2. **Reality testing **- be objective; see things as they really are.
3. **Impul

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