Head of Property Management

Africrest Properties is looking for a Head of Property Management to join our team

What makes us excited to come to work each day?

Thousands of people spend most of their days living and working in our buildings, therefore at Africrest Properties we believe that our actions have a large snowball effect on the economy and society. When we manage our buildings extremely well, our residents are that much happier and more productive.

We encourage potential employees to speak to our team to see why people enjoy working at Africrest.

Position Overview:

It is a requirement of this position that the Head of Property Management should attend to all aspects of operational, financial and administrative activities arising in respect of the properties under management as well as the general running of the company alongside the Head of Finance. Putting processes in place and making sure same is approved and executed. This includes liaising with tenants (where there are significant issues), service providers, contractors and property owners, the preparation of lease offers & lease agreements, debtor and creditor accounts administration (including local authority accounts management), utilities management, the supervising and quality control on MDA, property inspections, service provider selection, procurement & contracting and reactive & proactive property maintenance management.

Ensure that the company is run in the best possible manner from small to large items.

With regards to the items below, it is the responsibility of this position to either do the following himself/herself or delegate to his/her staff but the responsibility ultimately sits with this position.

Operations

• Attending to all operations and maintenance issues for the property portfolio.
• 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.
• Inspecting and accepting the work carried out by service providers and contractors.

HR

• Manage staff:

o Leave.

o Disputes.

o Performance reviews and bonuses (with directors).

o Training of staff (on an ongoing basis).

Queries and Reconciliations

• Responding to matters raised by the property owner, tenants and service providers.
• 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.
• Attending to all reconciliations in respect of rental and other charges within one day of receipt.
• Processing of all adjustments including ensuring that any credit or refunds due to the owners and/or tenants are processed timeously.
• Filing of all correspondence in respect of the above.

Vacancies

• Filing of all correspondence in respect of the above.
• Updating of vacancy notes on MDA when a commercial tenant is vacated.
• Building and maintaining broker networks.

Lease administration

• Preparation of all offers to lease, including forwarding to tenant and ensuring that all signed documentation is returned timeously.
• Preparation of all lease agreements, addendums, cession documents, etc.
• Capturing of all lease details in MDA including all tenant details, printing of lease schedule reports and the 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.
• Updating of leasing notes on MDA when an offer to lease is sent to a tenant or broker.
• Updating of notes on MDA regarding progress being made in finalising lease documentation.
• Ensuring that all FICA documentation are obtained, confirmed and filed with the signed lease agreement.
• Maintain tenant files within the requirements of POPI.

General Administration

• 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.
• Monthly Responsibilities.
• Take-on and/or Handover of buildings.
• Capturing new building details into MDA, including loading owners, property and tenant details.

Financial

• Monitor rental payments and manage rental debtors including capturing of recoverable charges (utilities, maintenance, etc.) legal process in accordance with the Company's debtor management procedure.
• Manage creditor invoicing and check, pay and process on DOKKA and MDA all creditor invoices including those of local authorities / utilities suppliers.
• Month end processing including bank reconciliations.
• Management and payment of VAT amounts due.

Budgets

• Reforecasting of budgets per Property Owners, Directors instructions.
• Capturing of any adjustments to budgets, recalculating the budget and uploading the revised budget – all to be completed between the 25th of the month.
• Management Reports
• Preparing Trial Balance, Rent Roll and Owner Statements for each property before the 5th of the month, including making the reports available to property owners.
• Overseeing debtors and creditors, working with finance team on reporting.
• Preparing a full management report for each property before 13h00 on the 17th of each month, including making the report available to property owners.

Owner Statements

• Close and run Owner Statements for the month before 09h00 on the 17th of the following month.
• Owner statement for the month to be sent to Owner.

General

• Ensuring that all recoveries are loaded in respect of items deemed recoverable in terms of the Lease Agreement.
• Updating market rentals on MDA by the last day of each month.
• Contacting tenants for turnover figures where applicable.
• Prepare and manage relevant portfolio parking schedules.
• Overseeing all aspects of the property management business.
• Overseeing file management systems.

Annual Responsibilities

• Municipal rates recoveries adjustments including ensuring that all increases are captured against tenant accounts before the 20th of June each year.
• Municipal property valuations checking and advice accordingly to property owners.
• Archiving of tenant files and building office files.
• Audit lease agreements for to ensure rental and recoveries are correct.

Knowledge, Skills and Abilities Required

• Property administration qualifications and experience.
• Excellent written, verbal, interpersonal and organizational skills.
• Numeracy and financial skills and appreciation.
• Computer literacy and a thorough knowledge of the MDA property management system.
• Ability to adapt to a variety of environments and work demands.
• Ability to maintain a high level of sensitivity to client and tenants needs.
• Willingness to work additional hours as the demands of the job might indicate.
• Customer focused attitude.