Job Description

PROPERTY AND ASSET MANAGEMENT

• Keep abreast of market activities in respect of tenant movement, new developments, major vacancies, and other landlords’ strategies
• Attend meetings related to successful operations of property
• Ensure the deployment and implementation of the annual preventative and lifecycle maintenance programme and approved within the Budget
• Motivation of refurbishments and major repairs as appropriate
• Responsible for compliance in terms of the OHS Act (all areas including first aid and fire training)

Management, control, and oversight of all assets within the building (fixed and moveable) in terms of

• Annual replacement
• SLA’s in the plant infrastructure to ensure longevity of the equipment
• Maintaining the asset record and replacement cycle

BUILDING MANAGEMENT

• Devise a three-year maintenance plan including allowances for provisions or depreciation where applicable
• Investigate / initiate proposals for refurbishments
• Maintain a hands-on control of projects in hand
• Review the building status/grade annually and maintain the standards withing those grades
• Ensure compliance with legal regulations
• Complete regular OSH Act inspections and updates monthly
• Ensure that OSH Act requirements are effectively managed and complied with
• That fire drills and evacuation procedures are in place and performed as defined by the organization business rule

PLANNING AND BUDGETING

• Preparation and completion of budgets each year
• Completion of monthly forecast
• 3-year budget preparations / controls
• 3-year CAPEX and OPEX budget preparations / controls
• Set and motivate the CAPEX budget per business unit
• Check and authorize payments of accounts as per the approved authority levels and that no authorization has taken place outside of the approved framework

FUND REPORTING

• Provide accurate information to owner according to agreed format timeously
• Analysis of monthly income/expenses
• Analysis of operating costs monthly in terms of the approved forecast
• Monitoring of all municipal recoveries (and general recoveries monthly)

TENANT MANAGEMENT

• Tenant satisfaction
• Deal with correspondence / interaction with tenants as required

EXPENSE CONTROL/ANALYSIS

• Approve CAPEX within authority limits
• Ensure we conform to CAPEX procedures
• Estimate new operating cost
• Ensure recovery of operational cost in accordance with lease terms
• Check and authorize payment of accounts
• Authorize cleaning consumables, electrical and general maintenance orders
• Control municipal payments and recoveries there against
• Ensure cost effectiveness and performance of contractors

VACATE AND INTAKE

• Annually the vacate and intake is planned by the PM’s and the BU assigned team
• Budget controls (across all levels)
• Timeline management and controls
• Stock and Human Resource planning
• Additional contractor requirements
• Asset replacements

RESPONSIBILITY FOR THE EFFECTIVE MAINTENANCE AND REPORTING OF FINANCIAL RECORDS

• Asses and reports on the monthly performance against budgets
• Assess and reports on the monthly occupancy of the building
• Assess and report on the monthly recoveries versus expenses

RESPONSIBILITY FOR PROFESSIONAL BUSINESS RELATIONSHIPS WITH VENDORS, CONTRACTORS, AND TRADE PROFESSIONALS

• Acts as a liaison between the company and the external contractors
• Works at maintaining productive business relationships with vendors, suppliers, contractors, universities, and stakeholders
• Promotes good will and a positive image of the Company

EFFECTIVELY MANAGING PROPERTY PERSONNEL, ENSURING OPTIMAL PERFORMANCE

• Provides leadership to assigned personnel through effective objective selling, delegation, and communication.
• Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures and discusses areas needing improvements
• Directs daily operations
• Identifies, develops, and implements training programs as appropriate
• Conducts performance appraisals, provides measurable feedback to assigned personnel and suggestions for improved performance. 
• Formulates and implements employee corrective actions as needed
• Ensures that staffing levels are appropriate, interviews, hires and assigns personnel as necessary
• Assist with any ad-hoc duties that is reasonable within your capabilities

Qualifications

• Grade 12
• Facilities Management Degree/Diploma
• Degree/Diploma in Property Management
• Degree/Diploma in Operations Management
• Member of related official bodies i.e. SAFMA

ROLE SPECIFIC EXPERIENCE / KNOWLEDGE EXPERIENCE

• Operations Management – 3 to 5 years’ experience
• People Management – 3 years’ experience
• Project Management – 2-3 years’ experience

KNOWLEDGE

• Building Codes and SANS regulations
• Health and Safety Regulations
• Finance Knowledge
• Project Management Principles
• BCEA / LRA
• Microsoft Office Suite
• Intermediate to Advance Excel Knowledge