Commercial Property Manager

2 weeks ago

Johannesburg, South Africa HR Studio Full time

**We are looking for**

An eager and enthusiastic individual to join our clients' team as a Commercial Property Manager to assist with all aspects of administrative, financial and operational activities arising in respect of the properties under management.

**Who are you?**
- You have a customer-focused attitude
- Detail-oriented
- Excellent communication skills (verbal and written) ability to interact at all levels internally and externally
- Be a team player
- Organised, efficient and deadline focused
- Detail oriented with strong focus on accuracy
- Ability to work independently and are self-motivated
- Numeracy and financial skills and appreciation.
- Ability to adapt to a variety of environments and work demands.
- Ability to maintain a high level of sensitivity to client and tenants needs.
- Willingness to work additional hours as the demands of the job might indicate.

**What's the role?**

**You will be responsible for**:
Queries and Reconciliations
- Responding to matters raised by property owners, tenants and service providers within one day of receipt.
- Responding to all queries in respect of rental and other charges (utilities, rates, interest, legal fees, recoveries, etc.) and maintenance within one day of receipt.
- Ensuring responses and actions are aligned with company processes as well as terms of each individual tenant lease.
- Investigating any issues raised by tenants and ensuring the best route of action is taken to resolve the issue.
- Attending to all reconciliations in respect of rental and other charges within one day of receipt.
- Filing of all correspondence in respect of the above.

Vacancies
- Receiving calls from ‘to let' boards from potential tenants.
- Contacting brokers in your area to ensure your vacancies are given attention.
- Showing potential tenants space to let and following up with potential tenant leads.
- Updating the vacancy schedule (to go to brokers) on a monthly basis as per company process.
- Updating vacancy listings on online platforms.
- Ensuring vacant spaces are appropriately white-boxed and meet the company's standards.
- Helping to create leasing brochures.

Lease administration
- Preparation of all offers to lease, including forwarding to tenant and ensuring that all signed documentation is returned timeously and correctly.
- Obtaining approval under POPI requirements for and checking of tenant credit ratings with TPN, and obtaining Head of Property Management's and Directors approval of tenant's credit worthiness.
- Preparation of all lease agreements, addendums, cession documents, etc.
- Signing off of all lease details in MDA including all tenant details, and checking & confirming of it against the lease agreement.
- Forwarding of lease documentation to tenants and ensuring that all signed documentation is returned timeously.
- Forwarding of signed lease documentation to the landlord for approval and signature and ensuring that all signed documentation is returned timeously.
- Providing the property administrator with the final signed lease document and ensuring the tenant is loaded on MDA and an invoice is sent out as per requirements prior to occupation.
- Signing off the tenant's lease schedule once it has been loaded by property administrator on MDA.
- Ensuring that all FICA documentation are obtained, confirmed and filed with the signed lease agreement.
- Maintain tenant files within the requirements of POPI.
- Working on early lease renewal offers as per specified process.

Operations
- Attending to all operations and maintenance issues for the property portfolio.
- Monthly site inspections of every building in the property portfolio (to be tracked as per specified process).
- Securing, adjudicating and making recommendations in respect of service providers and contractors quotes.
- Procuring, negotiating and concluding service providers and contractors contracts.
- Preparing and issuing work orders to service providers and contractors with clear instructions as to what work is to be carried out.
- Instructing service providers and contractors to proceed with work once the necessary approval has been obtained from the property owner and might be required.
- Informing relevant stakeholders of all incidents, as well as work being performed by service providers and contractors.
- Inspecting and accepting the work carried out by service providers and contractors.
- Helping with the due diligence when purchasing new properties.

General Administration
- Assisting the Head of Property Management in respect of administration requirements.
- Arranging meetings between the Head of Property Management and the tenant where required.
- Securing debit order authorisation instructions from tenants.
- Filing of all correspondence in respect of the above.
- Monitoring and helping to update the website.
- Taking notes and minutes in meetings.
- Following administrative processes as stated in the property management manual.
- Updating the “bus” manual w

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