Property Portfolio Manager

5 months ago

Johannesburg, South Africa HR Studio Full time

**We're looking for**

**Who are you?**
- You have excellent written, verbal, interpersonal and organisational skills.
- You have numeracy and financial skills and appreciation.
- You are computer literate and have a thorough knowledge of the MDA property management system.
- You have the ability to adapt to a variety of environments and work demands.
- You have the ability to maintain a high level of sensitivity to property owners, directors brokers and tenants needs.
- You have a customer-focused attitude.

**What's the role?**

**You are responsible for**:
**Queries and Reconciliations**:

- Respond promptly to property owners, tenants, and service providers.
- Address queries related to rental charges, maintenance, and other financial matters within one day.
- Attend to reconciliations promptly, processing adjustments and ensuring timely credits or refunds.
- Efficiently file all relevant correspondence.

**Vacancies**:

- Manage the end-of-lease process for vacating tenants.
- Update vacancy information on MDA.
- Handle inquiries, show potential tenants available spaces, and contribute to leasing brochures.

**Lease Administration**:

- Ensure compliance with POPI requirements and obtain necessary approvals.
- Update leasing notes on MDA, monitor progress, and maintain tenant files in accordance with POPI.

**Operations**:

- Address operational and maintenance issues promptly.
- Evaluate, recommend, and oversee service providers and contractors.
- Procure and manage contracts, issue work orders, and inspect completed work.
- Assist in due diligence for property purchases.

**General Administration**:

- Obtain and manage debit order authorisations from tenants.
- Maintain website updates.
- Record minutes in meetings.

Handle monthly responsibilities, including building take-ons and handovers.

**Financial Management**:

- Monitor and manage rental payments and debtor accounts, including legal processes.
- Handle creditor invoicing, payment processing, and monthly bank reconciliations.
- Manage VAT payments.

**Budgets**:

- Reforecast budgets as per instructions from Property Owners, Directors, or Head of Property Management.
- Capture adjustments and upload revised budgets by the 25th of each month.

**Management Reports**:

- Prepare Trial Balance, Rent Roll, and Owner Statements by the 5th of the month.
- Provide full management reports by the 17th of each month, ensuring property owners have access.

**Owner Statements**:

- Close and run Owner Statements by 9:00 AM on the 17th of the following month.
- Send monthly Owner Statements to property owners.

**General Responsibilities**:

- Load recoveries for items per Lease Agreement.
- Update market rentals on MDA by the last day of each month.
- Contact tenants for turnover figures.
- Manage relevant portfolio parking schedules.
- Oversee all aspects of property management and file management systems.

**Annual Responsibilities**:

- Handle municipal rates recoveries adjustments by June 20th each year.
- Check and advise property owners on municipal property valuations.
- Archive tenant files, manage office files according to POPI, and audit lease agreements.

**HR**:

- Manage staff activities, including leave, disputes, hiring/firing, and performance reviews.
- Conduct training for staff on an ongoing basis.
- Handle office admin, including cost control and organising fun activities for staff.

**Boxes to Tick**
- Matric
- Property administration qualifications and experience.
- Minimum 6-8 years' property management
- Minimum 6-8 years' experience in a leadership role
- MDA or similar experience

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