Commercial Property Manager

Our client is looking for a Commercial Property Manager for their branch based in Johannesburg, Gauteng. It is a requirement of this position that the Commercial Property Manager should attend to all aspects of administrative, financial, and operational activities arising in respect of the properties under management. This includes liaising with tenants, service providers, contractors and property owners, the preparation of lease offers & lease agreements, capturing of property, tenant & lease details on the Company’s property management system (‘MDA’), debtor and creditor accounts administration (including local authority accounts management), utilities management, the updating of data on MDA, property inspections, service provider selection, procurement & contracting and reactive & proactive property maintenance management.

Duties & Responsibilities:

- Queries and Reconciliations
- Responding to matters raised by property owners, tenants, and service providers within one day of receipt.
- Responding to all queries in respect of rental and other charges (utilities, rates, interest, legal fees, recoveries, etc.) and maintenance within one day of receipt.
- Ensuring responses and actions are aligned with company processes as well as terms of each individual tenant lease.
- Investigating any issues raised by tenants and ensuring the best route of action is taken to resolve the issue.
- Attending to all reconciliations in respect of rental and other charges within one day of receipt.
- Filing of all correspondence in respect of the above.
- Vacancies
- Receiving calls from ‘to let’ boards from potential tenants.
- Contacting brokers in your area to ensure your vacancies are given attention.
- Showing potential tenants’ space to let and following up with potential tenant leads.
- Updating the vacancy schedule (to go to brokers) monthly as per company process.
- Updating vacancy listings on online platforms.
- Ensuring vacant spaces are appropriately white-boxed and meet the company’s standards.
- Helping to create leasing brochures.

Lease administration
- Preparation of all offers to lease, including forwarding to tenant and ensuring that all signed documentation is returned timeously and correctly.
- Obtaining approval under POPI requirements for and checking of tenant credit ratings with TPN and obtaining Head of Property Management’s and Directors approval of tenant’s credit worthiness.
- Preparation of all lease agreements, addendums, cession documents, etc.
- Signing off all lease details in MDA including all tenant details and checking & confirming of it against the lease agreement.
- Forwarding of lease documentation to tenants and ensuring that all signed documentation is returned timeously.
- Forwarding of signed lease documentation to the landlord for approval and signature and ensuring that all signed documentation is returned timeously.
- Providing the property administrator with the final signed lease document and ensuring the tenant is loaded on MDA and an invoice is sent out as per requirements prior to occupation.
- Signing off the tenant’s lease schedule once it has been loaded by property administrator on MDA.
- Ensuring that all FICA documentation are obtained, confirmed, and filed with the signed lease agreement.
- Maintain tenant files within the requirements of POPI.
- Working on early lease renewal offers as per specified process.

Operations
- Attending to all operations and maintenance issues for the property portfolio.
- Monthly site inspections of every building in the property portfolio (to be tracked as per specified process).
- Securing, adjudicating and making recommendations in respect of service providers and contractors quotes.
- Procuring, negotiating, and concluding service providers and contractors’ contracts.
- Preparing and issuing work orders to service providers and contractors with clear instructions as to what work is to be carried out.
- Instructing service providers and contractors to proceed with work once the necessary approval has been obtained from the property owner and might be required.
- Informing relevant stakeholders of all incidents, as well as work being performed by service providers and contractors.
- Inspecting and accepting the work carried out by service providers and contractors.
- Helping with the due diligence when purchasing new properties.

General Administration
- Assisting the Head of Property Management in respect of administration requirements.
- Arranging meetings between the Head of Property Management and the tenant where required.
- Securing debit order authorisation instructions from tenants.
- Filing of all correspondence in respect of the above.
- Monitoring and helping to update the website.
- Taking notes and minutes in meetings.
- Following administrative processes as stated in the property management manual.
- Updating the “bus” manual with role specific details - manual of day-to-day tasks, responsibi