Junior Property Manager

POSITION PURPOSE

Responsible for the management of the Property. Ensure investment growth and maximum income of Property through effective property management and asset control. Develops related budgets, oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Develops and implements departmental and procurements policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality at the least possible cost. Keeps Senior Management well informed of area activities and significant problems. Trains, directs, and appraises assigned personnel.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for the effective operations management of Property and facilities.

a. Property Management
- Keep abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlord’s strategies
- Attend meetings / functions related to successful operation of Property i.e. SAPOA, CJP etc.

b. Asset Management
- Control/schedule/implement regular preventative maintenance program in line with budget constraints
- Motivation of refurbishments, major repairs as appropriate
- Attend site meetings with contractors in respect of maintenance/expansion of projects
- Monitor progress
- Inspection / enforcement of tenant responsibilities during and on termination of lease terms
- Liaison with appropriate Government, Provincial and/or local authorities
- Responsible for Compliance of OSH Act

c. Client Reporting
- Provide accurate information to client according to agreed format timeously
- Analysis of monthly income /expenses
- Monitoring of turnover rentals
- Analysis of operating costs on a quarterly basis in terms of the approved forecasts
- Monitoring of all municipal recoveries (and general recoveries) on a monthly basis

d. Planning And Budgeting
- Preparation and completion of budgets by January each year
- Complete of forecasts timeously
- Review rental quarterly and ensure best possible rate achieved and maintained
- Assist in formulation of business plans for the unit
- 5 Year budget - preparation and control
- Quarterly review and monitoring results

e. Quarterly Expenditure / Analysis
- Set and motivate capex /TI philosophy per building in consultation with client
- Approve TI standard specification as recommended by the Project Manager
- Approve capex within authority limits
- Ensure we conform to capex philosophy and procedures
- Estimate new operating costs
- Ensure recovery of operational costs in accordance with Lease terms

f. Building Management
- Devise a five year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the Assistant General Manager / Director
- Investigate/initiate proposals for refurbishments
- Maintain a hands-on control of projects in hand
- Review the building status/grade annually and maintain the standards within those grade
- Ensures compliance with legal regulations. Completes regular OSH inspections and updates monthly reports as appropriate. Ensures that OSHA requirements are effectively implemented.

g. Debtors Management
- Monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and approve legal action.

h. Credit Control
- Responsible for Management:

- Arrears
- Legal action
- Write-offs

i. Parking Management
- Monthly / ad hoc interaction meetings all parkades
- In conjunction with the responsible person for parking, maintain accurate control of “in house” operated parkades

j. Tenant Manager
- Deal with correspondence / interaction with tenants as required.
- Ensure that leases are timeously renewed and all vacant space is let and in a presentable state.

k. New Tenants
- Determination and recommendation of letting mandates (i.e. rental levels, installation cost etc)
- Lease negotiation and maintenance of tenant relationships.
- Control of new leases and recordal of same
- Control / oversee new installations (through technical manager where appropriate) including:

- Premises design
- Negation/liaison/control with/of professionals and contractors
- Sign off acceptance of complete premise

l. Existing Tenants
- Renewal of Lease Agreement both direct and through Building Management where applicable
- Tenant liaison and public relations
- Control/arrangement of centre promotions through merchants association/s or promotion committee/s
- Regular assessment of tenants turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties

m. Expense Control
- Check and authorise payment of accounts
- Authorise cleaning, consumables, electrical and general maintenance orders
- Control wage and salary allocation
- Control muni