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