Facilitate/Manage Tenant Renewals.

• Ensure existing tenant good standing are reviewed monthly for inclusion to renew their leases.
• Contact tenants timeously to conduct approved renewals and have them uploaded to MDA,
• Align renewal rentals with the budgeted/increased rental.
• Build and maintain strong relationships with tenants.

Provide support to the leasing process.

• Identify new competitors and offerings in neighboring buildings that could affect letting and vacancies at properties and communicate to relevant stakeholders.
• Ensure adherence to CPA quality standard.
• Provide support in finalizing the renewals within the portfolio.
• Ensure all information on buildings utilized by Leasing team and prospective tenants are correct.

Maintaining of Building Standards.

• Visit all vacant units as and when the unit becomes available to ensure that all vacant units are in a lettable condition.
• Complete and sign off monthly building inspection forms.
• Log jobs on repairs & maintenance system.
• Manage and monitor the job report accurately and timeously.
• Ensure that all inspection forms are completed and returned within 10 days of the vacate date.
• Facilitate processes and projects between Engineering, Projects, and Maintenance departments (i.e. scope, preparation, documents, plans, designs, etc.).
• Regularly visit the building to identify possible upgrades and new facilities.
• Relocate tenants to more suitable premises if required.

Management of financial elements.

• Provide input and manage the annual budget timeously and accurately.
• Report monthly on variances, accurately and in time.
• Review of arrears reports and support Credit Control department when necessary.
• Address utility queries.
• Ensure that the building staff allocation is correct on MDA, relative to the payroll report (Percentages only).
• Provide input and manage the budget expenses in the committed time frames.
• Review quotes and expenses to ensure effective spending in line with budget.
• Investigate and implement cost saving initiatives.
• Interact with the Accountants in terms of the rental forecast for the end of the Financial Year.

Ensure that all administrative functions are done timeously and accurately.

• Ensure that leases/renewals drafted by Leasing are accurate.
• Ensure that correspondence is sent to Filing for recordkeeping.
• Meet with the tenants and facilitate the signing of the new lease/renewal agreements where applicable.
• Follow up on outstanding leases/renewals for timeous upload to MDA.
• Take the corrective actions stemming from Portfolio Manager instructions as per monthly portfolio and other meetings.
• Attend the monthly portfolio meetings.
• Sign invoices for accuracy and reasonability.

Oversee the work of the Administrator and other subordinates.

• Mentor and coach, the subordinates as required.
• Make recommendations to the Training Department in terms of suitable in-house training courses and training needs.

Customer care and building of relationships.

• Portray a polite and professional attitude towards customers and contractors.
• Responding to customer queries within an acceptable time frame.
• Attend to customer care cases per the agreed upon SLA.
• Facilitate meetings with tenants to increase the interaction and build the relationship.
• Build and maintain working relationships with colleagues and service providers.

Requirements

Qualifications & Experience:

• 3 Year business/property (e.g. BSC Property Studies) related degree preferred.
• Estate Agencies Affairs Board Competency Certificate (NQF Level 4) required.
• 3 Years of property management experience preferred.
• Code 08 Driver’s license required.