Property Manager: Facilities

**Job Purpose**: To attend to all facilities management functions within their allocated portfolio which includes managing all building staff, tenants and expenses.

**Facilitate/Manage Tenant**

1. Communicate with the relevant individuals within the controlling office by assisting and providing input to the renewal process.
2. Assist the leasing process and rental growth of the portfolio by providing input on new deals.
3. Identify opportunities for new business according set targets and liaise with relevant stakeholders.
Ensure adherence to CPA quality standards.

**Maintaining of Building Standards.**

1. Visit all vacant units as it becomes available.
2. Complete and sign off building inspection forms bi-monthly.
3. Log jobs on repairs & maintenance system.
4. Manage and monitor the job report accurately and timeously.
5. Ensure that all inspection forms are completed and returned within 10 days of the vacate date.
6. Ensure that all vacant units are in a lettable condition.
7. Facilitate the process between the Tenant Installations and Projects (i.e. plans, designs, etc.).
8. Regularly visit the building to identify possible upgrades.
9. Assist the dealmakers with the relocation of tenants to more suitable premises if required.

**Management of financial elements.**

1. Provide input and manage the annual budget timeously and accurately.
2. Report monthly on variances, accurately and timeously.
3. Review of arrears reports and ensure the necessary action is taken.
4. Address utility queries.
5. Provide input and manage the monthly budget expenses in the committed time frames.
6. Interact with the Accountants in terms of the expenditure forecast for the end of the Financial Year.

**Ensure that all administrative functions are done timeously and accurately.**

1. Take the corrective actions stemming from discussions with the Portfolio Manager.
2. Attend and contribute at the monthly controlling office meetings.
3. Sign invoices for accuracy and reasonability.
4. Ensure that the building staff allocation is correct on MDA, relative to the payroll report

**Customer service and building of relationships.**

1. Maintain a polite and professional attitude towards tenants and contractors.
2. Responding to customer queries within an acceptable time frame.
3. Attend to customer care cases (CRM).
4. Facilitate regular meetings with tenants to increase the interaction and build the relationship.
5. Build and maintain working relationships with colleagues and service providers.

**Working conditions**:
Office Based. Regular travelling required.

**Qualifications & Experience**:
1. 3 Year business/property (e.g. Property Studies) related qualification preferred.
2. Estate Agencies Affairs Board Competency Certificate (NQF Level 4) required.
3. 3 Years’ of property management experience preferred.
4. Code 08 Driver’s license required together with own motor vehicle

**Skills & Knowledge Required**:
1. Sales and negotiation skills.
2. Knowledge of credit control principles.
3. Conflict management skills.
4. Financial acumen.
5. Time management skills.
6. Good knowledge of market trends - e.g. new developments, new products, innovative ideas, etc.

**Personal **Attributes**:
1. **Problem solving **- find solutions when emotions are involved.
2. **Reality testing **- be objective; see things as they really are.
3. **Impulse control **- resist or delay impulse to act.
4. **Flexibility **- adapting emotions, thoughts and behaviors.
5. **Stress tolerance - **coping with stressful situation.
6. **Interpersonal relationships** - building mutually satisfying relationships.
7. **Empathy** - understanding & appreciating how others feel.
8. **Independence** - be self-directed and free from emotional dependency.
9. **Assertiveness **- communicating feelings and beliefs; being non-offensive.
10. **Leadership/Management** - willingness to lead, take charge of situations, offer opinions and directions to others.
11. **Social** **confidence** - be self-assured and at ease with people in all types of social situations.
12. **Persuasion** - negotiating, selling, influencing and attempting to persuade people or trying to change the point of view of others.
13. **Multitasking** - dealing with several activities at a time and executing timeously and efficiently..
14. **Teamwork** - cooperation with others, good-natured attitude and encouraging people.
15. **Persistence** - sticking with tasks, not giving up, dislike leaving things unfinished.
16. **Rule** **following** - adhere to rules and strictly follow work regulations.
17. **Attention to detail** - focus on details, strive for perfection and be well organized.
18. **Planning** - enjoy making detailed plans and long-terms plans.
19. **Innovation** - creative and open-mindedness.
20. **Analytical** **thinking** - like solving complex problems, carefully analyze information and use logic to address issues and problems.