Job Information

• 
  Industry
  

Real Estate/Property Management
Work Experience
4-5 years
Currency
ZAR
City
Centurion
Province
Gauteng
Country
South Africa
Postal Code
0014

The Residence Manager is a high-pressure role that is involved in many aspects of the business, and essentially responsible for leading the Residence staff in managing standards, costs and efficiencies of the facilities. The role includes:

• Facilities Management - Quality Management, Housekeeping, Security, Health & Safety, Maintenance, Environmental Management
  
• Utilities Management - Consumption and Billing; Environmental Management
  
• Implementing Policies and Procedures and Standard Operating Procedures
  
• Staff Management - IR, Overtime, Motivation,
  
• Budgeting and expenditure control - Operational and Capital; Procurement; Profit & Loss
  
• Contractor/Supplier/Service Provider Management - Sourcing, Negotiating, and establishing & managing Service Level Agreements (SLAs)
  
• Managing of extra in-house business tenants (Salons, Canteens, ) - Sourcing, Negotiating, and establishing & managing SLAs
  

Facilities Management

The Residence Manager is responsible for all facilities management at the residence. This entails

• Ensuring that quality standards are set and maintained equally at the residence to ensure a uniform way of doing things. It is required that periodic standards inspections are conducted and reports submitted, which staff can use to rectify shortcomings.
  
• Implementing Housekeeping standards, policies and procedure. Stock control and general housekeeping cost Determining the most efficient and best housekeeping practices. Manage Sanitation Bin & Pest Control SLAs with service providers.
  
• Implement Security standards, policies and procedure. This involves studying incident investigations, risk assessments, determining training requirements, and striving for best practice and a safe and secure Incident reports and investigations also need to be reviewed by the Operations Director as and when they occur.
  
• Determining the requirements for security systems, and managing service providers
  
• Implementing and managing a Health & Safety Policy, Procedures, and Management System. As with security, incident reports need to be studied and investigations requested where necessary. If required, conduct or assist with
  
• Liaising with Maintenance Manager on all maintenance issues and
  
• Have a good understanding of plant and
  
• Ensure lift and HVAC maintenance contracts are in place and SLAs adhered
  
• Ensure gardens are maintained, whether in-house or by
  
• Transportation Services Management
  
• Food and Beverage Services Management
  

Utilities Management

Further to facilities management, the Senior Residence Manager is responsible for Utilities Management, including:

• Monitoring electrical and water consumptions at all
  
• Implementing energy saving
  
• Coaching staff on understanding and managing utility
  
• Understanding Heat Pump Systems, Air Cons, and liaising closely with the Maintenance Manager and staff on maintaining these
  
• Monthly reporting on
  
• Understanding municipal rates structures and aiming to ensure the residence is on the best, yet correct, Dealing with municipalities, and/or guiding Duty Managers with resolving municipal bill problems. Building good relationships with contacts within the municipality. Sourcing municipal consultants to resolve issues.
  
• Assessing monthly municipal bills, and taking necessary action to resolve
  

Policies & Procedures

The Residence Manager is responsible for implementing all operational related policies and procedures. These policies then need to be reviewed periodically.


Staff Management

All residence staff report into the Residence Manager. Amongst other activities, the Residence Manager are very involved with:

• Residence staff and the Duty Managers report to the Residence Manager, and liaise continuously with the Residence Manager who is required to guide and assist them where necessary, and ultimately lead and grow the residence
  
• Recruiting of new staff
  
• Conducting performance reviews on all staff
  
• Responsible for all Industrial Relations responsibilities
  
• Determining optimum staff levels, and staffing of residence (both new and existing residences).
  
• Monitoring salaries versus budgets, paying attention to overtime costs and casual
  
• Assisting HR with motivation
  
• Advising, assisting, guiding and coaching residence staff on best
  
• Liaising with the HR Managers on all staffing
  
• Working closely with the Training & Development Specialist in determining skills gaps and training requirements, and developing training manuals. Also, ensuring that all legal and Health & Safety required training is identified and implemented
  

Reporting

The Residence Manager is responsible for reporting to the executives on the performance of the residence operations monthly, including staffing, security, health & safety, housekeeping, and utilitys. Further ad-hoc reports are also required from time to time.


Budgeting and Expense Control

Each year the Residence Manager is required to propose operational budgets for the residence, including the following:

• Staffing - Salaries, overtime and casuals
  
• Housekeeping Expenses
  
• Security Expenses
  
• Health & Safety Expenses
  
• Utility Costs
  
• Additional Maintenance costs, such as Lifts, gardens,

The Residence Manager is also required to propose a Capex Budget for the following year for the residence, which will enhance the product and reduce operational expenditure.

Further to that, the Residence Manager is required to monitor and manage all the above costs monthly versus the proposed budgets by reviewing monthly income statements. Income statement figures also need to be compared to expense summaries completed. The Residence Manager is required to continuously strive for better efficiencies. Discrepancies need to be addressed with the accounts department.

The Residence Manager is also required to sign off all residence expenditure. He/she needs to ensure that procurement is done ethically and only approved suppliers are used unless this is not possible.


Suppliers, Service Providers & In-house Business Partners/Tenants

The Residence Manager is largely responsible for:

• Sourcing new suppliers and service
  
• Monitoring costs and negotiating best
  
• Sourcing and negotiating with transport providers, canteen operators, salon operators and any additional tenant service providers that may come on
  
• Agreeing and managing SLAs and
  
• Understand how the wi-fi system works, and liaise closely with the IT manager to get problems resolved timeously, and enhance the product to the advantage of the company and
  

Intake & Vacate

• Work with Portfolio Manager to develop and resource the intake process within budget
  
• Recruit intake staff
  
• Monitor intake numbers during the intake period and liaise with marketing/sales departments on results
  
• Monitor the performance of the intake process and report back to Portfolio Manager on progress
  
• Manage the on-site auditing process of student profile and file accuracy
  
• Work with the Portfolio Manager to develop and resource the vacate process
  
• Monitor the vacate process and make sure that students are being removed from the system in a timeous manner
  
• Monitor that the vacate process is being adhered to
  
• Monitor vacate numbers throughout the year to forecast any vacancy risks and produce a weekly report for Head Office
  

Arrears Management

• Monitor that the collection process is being adhered to
  
• Report on internal collection performance on a weekly basis to the Portfolio Manager
  
• Develop/build strategic relationships with university personnel that are involved with the university Financial Aid process
  
• Update and monitor Senior payment plan schedule

Requirements

Grade 12

Diploma or General Business Degree or Bachelors Degree preferred

5 years of relevant practical management experience within the residence / hospitality / facilities environment

Candidate must be willing to live onsite