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.

**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 Sectional Title Legislations, new developments,
- Attend meetings / functions related to successful operation of Sectional Title Property i.e. NAMA 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 all municipal recoveries (and general recoveries) on a monthly basis

d. Planning And Budgeting
- Preparation and completion of budgets by each Body Corporate each year
- 10 Year budget - preparation and control

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
- 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 to ensure appropriate action taken and approve legal action.

h. Credit Control
- Responsible for Management:

- Arrears
- Legal action
- Write-offs

i. Tenant Manager / Owner Management
- Deal with correspondence / interaction with tenants and Owners as required.

j. Expense Control
- Check and authorise payment of accounts
- Authorise cleaning, consumables, electrical and general maintenance orders
- Control wage and salary allocation
- Control municipal payments and recoveries there against
- Ensuring cost effectiveness and performance of contractors
- Bank Accounts: Preparing and obtaining documents for B/C bank accounts (new), transferring funds to B/C Investment accounts and vice versa. Assisting with CSOS payments as we need to attach GL’s and send proof of payments
- Enforcing Act and rules: Typing correspondence to Trustees and Owners (Letters and notices), (breach of rules etc.) Distribution of welcome pack to new Owners, for when we get new buildings
- Levy Clearance Procedures: Issuing levy figures as we have a lot of sales and also obtaining original documents to attend to levy refunds where applicable after unit transfers.
- Agendas: Drafting of same
- Taking and drawing up mintes and updating AGM Books,

**2. Assumes responsibility for the effective maintenance and reporting of financial records.**
a. Oversees preparation of monthly, annual, and other management reports.

b. Assesses and reports on monthly performance against budgets.

c. Prepares and motivates consolidated monthly reports for submission to client.

**3. Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.**
a. Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.

b. Acts as a liaison between the Company and external contacts.

c. Ensures effective coordination of external services with Company operations.

d. Obtains and conveys information as appropriate.

e. Promotes goodwill and a positive image of the Company.

**4. Effectively supervises Property personnel, ensuring optimal performance.**
a. Provides leadership to assigned personnel through effective objective setting, delega