Assistant Property Manager

2 months ago

Port Elizabeth, South Africa Shoprite Group Full time

**Purpose of the Job**:
The purpose of the Assistant Property Manager role is to effectively and efficiently manage a portfolio of properties, assuming full accountability for maximising profitability of the assigned portfolio, while executing processes to ensure properties are well maintained, the tenant mix capitalises on the market that each centre serves, vacancies are kept at a minimum and business and financial strategies are fully capitalised on. The role manages multiple facilities including shopping centres, tenants and assets, ensuring all financial, operational, facilities, administrative and people functions are executed to the highest standard and within required performance indicators.

**Job Objectives**:
**Operational Management**
- Ensure property practices, policies and processes are consistently implemented across the assigned portfolios and that risks are identified, monitored and mitigated.
- Assume full accountability for letting arrangements, including sourcing tenants, ensuring renewals, drafting leases and loading leases onto the system.
- Negotiate optimal lease agreements to the benefit of the Group.
- Ensure agreed terms are fulfilled by all parties and contractual obligations of tenants executed on time and within agreed standards.
- Ensure relationships with tenants are well-managed, maintained and property requirements met.
- Advertise vacant space through direct calls to national tenants or through property agents.
- Work in collaboration with cross functional teams to ensure that property and infrastructure needs are clearly understood and executed.
- Develop and maintain networks with landlords, developers and other key stakeholders to ensure the assigned portfolio and area remains ahead of developments in the property market.
- Grow the business through new customer leads and property management referrals.
- Work alongside brand, marketing and PR teams to attract and drive traffic to the shopping centres.
- Research opportunities to capitalise on the utilisation of buildings within the assigned portfolio.
- Continually strive to identify ways to add value to each centre/property.

**Facilities Management**:

- Manage the efficient running of all buildings and facilities within the assigned portfolio.
- Ensure contractor performance and relationships are managed in line with contractual agreements and in terms of the Occupational Health and Safety Act.
- Conduct centre visit inspections ensuring every operation in the centre is functional and in line with organisational and regulatory requirements.
- Coordinate all maintenance requirements.
- Ensure compliance and control with all aspects of OHSA including fire and hazard control.
- Oversee the work of all service providers, ensuring delivery within agreed standards including gardening, cleaning, security, metering (water and electricity) services.
- Execute technical maintenance control.

**Financial Management**:

- Prepare and manage the annual budget for the assigned portfolio and maintain effective budgetary control to achieve operational efficiencies.
- Generate and report on income and expense control, including maximum profits, quotes, orders, invoices, rent reductions, bad debt write offs, etc.
- Conduct monthly inspection of income statements, provisions on expenses, correct allocations, etc.
- Prepare and report on variances throughout the year, proactively mitigating risks and deviations.
- Draft final accounts upon the sale of buildings.
- Manage and execute audits, ensuring compliance and timeous submission of audit reports.
- Manage rental and utilities arrears, including liaising with debtors clerks, direct follow ups, issuing demand letters and handing over to attorneys.
- Execute all municipal expense and insurance recoveries.
- Prepare and report on the financial performance of the assigned portfolio, including vacancies, arrears, outstanding leases, and any additional reporting required by the leadership team.

**People Management**:

- Efficiently manage the team to deliver on all performance, compliance and service standards, ensuring facilities are fully operational.
- Support the team with learning initiatives to ensure they are enabled to deliver on performance expectations.

**Qualifications**:

- Degree in Finance, Property Studies, Business, Legal or an equivalent field - (essential).
- Certificate in Shopping Centre Management - (beneficial).

**Experience**:

- +3 years’ experience in a similar role, managing a property portfolio across the value chain in a large and complex organisation - (essential).

**Knowledge and Skills**:

- Knowledge of property disciplines including negotiations, agreements, contracts, rentals and financials - (essential).
- Knowledge of the property retail market with a good understanding of store viabilities and shopping centre development - (essential).
- Ability to travel at short notice as per operational requirements - (essential).
- Strong proficiency with MS

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