Portfolio Manager: Commercial

The purpose of the job is to manage the properties and provide leadership to ensure that all systems and policies are adhered to in a customer centric manner.

**Perform Financial tasks and duties associated with the role.**

1. Ensure that the budgets are prepared accurately and timeously.
2. Monitor the current arrears.
3. Monitor monthly budget and action when required.
4. Compile monthly variance report.

**Perform administration related functions.**

1. Issue and log jobs and use the Monitor jobs reports to monitor the work done.
2. Authorize quotes and invoices.
3. Compile monthly variance report.
4. Ensure that the Repairs & Maintenance budgets are executed.
5. Price control in terms of invoicing.
6. Manage and report on vacancies and status thereof.
7. Monthly reporting on the Portfolio’s performance of the buildings (ClickView reports).
8. Authorise RFI vacate instructions and final adjustments.
9. Authorise deposit refunds and monitor and manage the deposit and refund process.
10. Ensure that the coordination between all departments is smooth by managing the process.
11. Manage the administration process.
12. Ensure that the standardized letter and correspondence are issued and filed.

**Perform operational tasks and duties associated with the role.**

1. Manage and monitor the various inspections conducted by the Property Manager.
2. Manage and administer the customer services queries (CRM) in a timeous and effective manner.
3. Identify buildings that require refurbishments.
4. Chair monthly financial, team and building manager meetings.
5. Contributing to the Sales & Marketing meetings to provide innovative ideas.
6. Identify implement strategies on how to improve poor performing properties were required.
7. Make suggestions regarding poor performing properties and the strategies around that.
8. Observe inefficiencies in the business and make suggestions to improve productivity.
9. Build relationships with all stakeholders.
10. Price control in terms of invoicing
11. Monitor the quality of workmanship of contractors **Staff management of the subordinates.** 1. Coaching & mentoring of the staff.
2. Motivate and encourage the team members to perform effectively.
3. Monitor and manage performance agreements twice a year.
4. Identify and manage poor performance by developing an effective corrective plan.
5. Provide constructive feedback to subordinates regarding their performance.
6. Oversee the work of the subordinates and ensure that they do their work as required.
7. Mediate the process between various parties when required to ensure that matters are handled effectively.
8. Select and recruit suitable new staff members.
9. Identify talent within the business and encourage development and retention of staff.

**Provide an effective customer service function.**

1. Ensure that the team are providing high quality customer service levels by managing the queries in a prompt manner.

**Working conditions**
Office Based. Regular local travelling required within Gauteng province.
Own transport required.

**Qualifications & Experience**:
1. Tertiary qualification in Property Management related qualification preferred.
2. 5-10 years’ property experience preferred.
3. Estate Agencies Affairs Board Competency Certificate (NQF Level 4).
4. Code 08 Drivers License required.
5. 3 years’ experience in staff management

**Skills & Knowledge Required**:
1. MS Office skills required:
a. MS Word - Intermediate
b. MS Excel - Intermediate
c. MS Outlook - Basic
d. Management Experience
2. Financial acumen.
3. Property management knowledge required.
4. Basic administrative knowledge and skills required.
5. Good report writing skills.
6. Staff management skills.
7. A holistic understanding of the business required.

**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. **Management -**the strategic use of resources and employees to reach organisational goals.
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, enjoy being given new tasks before they have finished another.
14. **Teamwork** - cooperation with others, good-natured attitude and encouraging people.
15. **Persistence** - stickin