OVERVIEW OF RESPONSIBILITIES 

• Manage the portfolio operations in a cost effective and efficient manner. 
• Effective management of Centre Managers and support staff at the centres. 
• Effective implementation, maintenance, monitoring and reporting on Policies, Procedures and Controls across the portfolio. 
• Effective education and training of centre management and support staff on Policies, Procedures and Controls. 
• Ensure that the Occupational Health and Safety Act, company security and fire protection requirements are implemented at all centres to ensure compliance across the portfolio. 
• Assist in identifying suitable service providers for various maintenance services and assist with strategic management of service provider relationships across the portfolio. 
• Overall responsibility for monitoring efficiency of operational contractors and service providers within the portfolio. 
• Oversee the performance of security, cleaning, refuse, landscaping/ gardening and other functions in line with contracts in place. 
• Oversee tenant relationships across the portfolio 
• Actively participate in community policing forums 
• Assist with community SRI initiatives, marketing and promotions where required.
• Provide necessary support to the leasing, marketing, legal, finance, procurement, HR and other head office and operations departments in line with processes in place and upon request on an ad hoc basis. 
• Perform maintenance and lifecycle management across the portfolio. 
• Assist with capital and high value maintenance projects and report on and monitor these projects to successful completion and handover. 
• Monitor and provide feedback on the quality of operations related reporting and adherence to operational procedures and protocols. 
• Strict adherence to the procurement policy.  

DETAILED RESPONSIBILITIES 

Audits 

• Visit each centre in the portfolio at least once per month. 
• Undertake a comprehensive audit of the site and all facilities once per month and complete a Site Inspection Report (“SIPA Report”) as required in terms of the Site Visit Protocol. 
• Ensure that required SIPA is accurately loaded on the Operations Portal and emailed, together with the site visit report, to head office as required in terms of the Site Visit Protocol. 

Tenants and Leasing 

• Undertake regular tenant meetings and discussions, with a particular focus on problem areas and strategically relevant tenants. 
• Provide support in tenant conflict resolution. 
• Support the centre managers in tenant arrears and leasing discussions as required. 
• Support the leasing function in tenant negotiations, and the leasing process. 
• Assist the leasing function in managing the ideal tenant mix. 
• Be aware of usage clauses in leases and monitor adherence to these clauses. 
• Notify leasing/ legal of non-adherence to usage clauses. 

Billing, Rent collection and Arrears Management 

• Complete pre-billing checks on a monthly basis and submit these as required in terms of the pre-billing process. 
• Review monthly arrear schedules received from Head Office. 
• Provide support and assist with the collection of the arrear rentals where possible.
• Escalate any items flagged by the Centre Managers on the ground in respect of arrear tenants and those tenants with operating concerns which may lead to arrears, to the Legal and Risk Manager. 

Budget and Financial Performance 

• Preparation of required maintenance budget for the portfolio for the forthcoming year. 
• Preparation of capital maintenance items required for the forthcoming year. 
• Provide input in respect of capital development requirements for the portfolio.
• Familiarise yourself with the approved budget for the portfolio and use this as the basis upon which procurement in effected. 
• Review the finance toolkit for the portfolio circulated by head office and understand variances in income and expenses to budget. 
• Manage the portfolio in a cost effective and efficient manner in line with budget. 

Security and Safety 

• Assess the evacuation/ emergency plan for each centre and ensure this is in place and distributed to all tenants. 
• Understand and provide training to the Centre Managers on the Emergency Procedures as per the Emergency Procedures manual provided. Ensure that the Centre Managers and security are familiar with this document. 
• Monitor short-postings on sites in the portfolio as reported by the Centre Manager and ensure these are deducted appropriately from invoices. 
• Report any incidents which occur immediately to the Head of Operations and Operations Executive in line with the 10 Step Security Protocol. 
• Conduct monthly meetings with security service providers to discuss strategy, performance and address concerns. Escalate concerns over services provided in line with contracts to the Legal and Risk Manager to formally address. 

Service Providers and Contractors 

• Ensure that all centres in the portfolio are cleaned to a high standard, gardens are well maintained and all other contracts are carried out to a high standard and in line with contract requirements. 
• Monitor short-postings on sites in the portfolio as reported by the Centre Manager and ensure these are deducted appropriately from invoices. 
• Regularly review the scope of work for key contracts in place at the centres and recommend proposed changes to improve efficiency, together with the Centre Managers. Changes to scope of work should be made in line with the contracts process. 
• Conduct monthly meetings with all key service providers to discuss current performance, areas of optimisation and proposed changes. 
• Report monthly on service provider meetings for discussion in quarterly strategic reviews. 
• Establish, plan, document and maintain building services solutions to ensure optimal and cost-efficient performance. 
• Assist the procurement department to source and maintain a register of credible contractors for various building maintenance requirements to ensure competitive pricing models and high quality of work. 

Maintenance, Lifecycle Management and Tenant Installations 

• Develop and maintain a suitable maintenance plan per building identifying preventative maintenance items which will require attention over the next 5 years. 
• Develop a method statement for monthly, quarterly, bi-annual and annual plant and equipment maintenance requirements. 
• Develop and maintain lifecycle management and cost plan per building. 
• Ensure that all properties in the portfolio, grounds, and equipment are well maintained and in good working condition. 
• Review the service schedule circulated by head office and ensure that orders for servicing of assets are issued timeously and all serviceable assets are serviced up to date. 
• Assess requirements and obtain quotes, together with the Centre Manager, for work below R20 000 and submit documentation required in line with the procurement policy and process. 
• Prepare scope of works for significant repairs and maintenance (>R20 000) and agree this with the Head of Operations before sending this to procurement to obtain quotes and prepare relevant documentation. 
• Assist the leasing department, upon request, with the scope and costing of tenant installations. 
• Oversee the implementation of all planned and unscheduled maintenance for the portfolio to the required level of quality. 
• Complete and sign off the Works Completion Document for completed work where required in terms of the procurement process. 
• Sign off invoices for work completed in line with authority limits in terms of the Delegation of Authority. 
• Assist the Centre Manager in managing approved service providers and ad hoc contractors to ensure approved works are carried out in a professional, safe manner. 

SRI Initiatives, Marketing, Media and Promotions 

• Review signage and generic branding on site and ensure that the Centre Manager has notified the marketing team at head office of any requirements for replacement. 
• Assess the quality of marketing campaigns and promotions at the centres and notify the marketing department of any areas of concern. 
• At every site visit check the promotions on site match the promotions schedule circulated by head office and ensure that Centre Manager has identified and reported any variances in line with the promotions policy. 

 House Rules 

• Ensure the Centre Manager: has signed house rules on file for all tenants, is familiar with these and manages the sites in the portfolio in accordance with the House Rules. 
• Assist the Centre Managers is addressing persistent non-compliance with the House Rules and if necessary, escalate these to the Legal and Risk Manager. 

Projects 

• Assist with scope and briefing to consultants or contractors on capital expenditure/high value maintenance projects 
• Report weekly to Head Office on current projects 
• Monitor projects through their life cycle 
• Ensure Centre Managers are updated and trained upon project handover. 
• Research and propose building specific utility efficiencies and improvement on environmental sustainability. 

Reporting 

• Audit and maintain the compliance register for each building. 
• Conduct regular audits on building procedures and protocols, and report on variances. 

DESIRED EXPERIENCE & QUALIFICATIONS 

• Provide a CV which demonstrates practical and relevant work experience and lists contactable references. 
• The candidate must have excellent English and Zulu/Seswati/Xitshonga language skills (speak, read, write). 
• A tertiary qualification in construction management, engineering, quantity surveying or similar is required. 
• The candidate must have their own reliable vehicle and be prepared to travel extensively. 
• The candidate should have a minimum of 2 years’ property management experience.
• MS Outlook essential. The candidate must be able to manage their email well and have a good grasp of email etiquette. 
• Proficiency in MS Word and MS Excel is essential. 
• The candidate must be well-groomed, neat, flexible, reliable and organised. 
• The candidate must be able to adapt to shifting job demands and deadlines. 
• Be able to work in a team, follow and implement company processes and take initiative when necessary.