Job Description

POSITION PURPOSEResponsible for the management of the Property. Ensure investment growth and maximum income of Property through effective property management and asset control. Develops related budgets, oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Develops and implements departmental and procurements policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality at the least possible cost. Keeps Senior Management well informed of area activities and significant problems. Trains, directs, and appraises assigned personnel.
Responsible for performing collection activities associated with various accounts. Reviews accounts, determines probable reasons for account status, and contacts clients to resolve the delinquencies. Utilises various techniques, as circumstances indicate, to promptly collect on accounts. Ensures that the Company's professional image is maintained.ESSENTIAL FUNCTIONS AND BASIC DUTIES1. Assumes responsibility for the effective and professional performance of collections functions.a. Property Management

• Keep abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlord's strategies
• Attend meetings / functions related to successful operation of Property i.e. SAPOA, CJP etc.

b. Asset Management

• Control/schedule/implement regular preventative maintenance program in line with budget constraints
• Motivation of refurbishments, major repairs as appropriate
• Attend site meetings with contractors in respect of maintenance/expansion of projects
• Monitor progress
• Inspection / enforcement of tenant responsibilities during and on termination of lease terms
• Liaison with appropriate Government, Provincial and/or local authorities
• Responsible for Compliance of OSH Act

c. Client Reporting

• Provide accurate information to client according to agreed format timeously
• Analysis of monthly income /expenses
• Monitoring of turnover rentals
• Analysis of operating costs on a quarterly basis in terms of the approved forecasts
• Monitoring of all municipal recoveries (and general recoveries) on a monthly basis

d. Planning And Budgeting

• Preparation and completion of budgets by January each year
• Complete of forecasts timeously
• Review rental quarterly and ensure best possible rate achieved and maintained
• Assist in formulation of business plans for the unit
• 5 Year budget - preparation and control
• Quarterly review and monitoring results

e. Quarterly Expenditure / Analysis

• Set and motivate capex /TI philosophy per building in consultation with client
• Approve TI standard specification as recommended by the Project Manager
• Approve capex within authority limits
• Ensure we conform to capex philosophy and procedures
• Estimate new operating costs
• Ensure recovery of operational costs in accordance with Lease terms

f. Building Management

• Devise a five year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the Assistant General Manager / Director
• Investigate/initiate proposals for refurbishments
• Maintain a hands-on control of projects in hand
• Review the building status/grade annually and maintain the standards within those grade
• Ensures compliance with legal regulations. Completes regular OSH inspections and updates monthly reports as appropriate. Ensures that OSHA requirements are effectively implemented.

g. Debtors Management

• Monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and approve legal action.

h. Credit Control

• Responsible for Management:

- Arrears
- Legal action
- Write-offs
- Follows up on accounts by telephone, personal contact, and correspondence to secure a satisfactory resolution to the repayment problem. Discusses possible financial arrangements, informs clients of potential legal actions, and suggests financial counseling to arrive at suitable payment arrangements. Continues to collect until the account becomes a write-off, bankruptcy, or attorney account. Makes early contact with clients to collect and keep them informed of account status.
- Utilises effective human relations skills and various forms of persuasion to present a positive Company image in an already negative situation. Calms irate clients and answers questions and complaints relevant to Department functions. Determines reasons for delinquencies and works toward permanent solutions. Minimizes losses by early actions.i. Parking Management

• Monthly / ad hoc interaction meetings all parkades
• In conjunction with the responsible person for parking, maintain accurate control of in house operated parkades

j. Tenant Manager

• Deal with correspondence / interaction with tenants as required.
• Ensure that leases are timeously renewed and all vacant space is let and in a presentable state.

k. New Tenants

• Determination and recommendation of letting mandates (i.e. rental levels, installation cost etc)
• Lease negotiation and maintenance of tenant relationships.
• Control of new leases and recordal of same
• Control / oversee new installations (through technical manager where appropriate) including:

- Premises design
- Negation/liaison/control with/of professionals and contractors
- Sign off acceptance of complete premisel. Existing Tenants

• Renewal of Lease Agreement both direct and through Building Management where applicable
• Tenant liaison and public relations
• Control/arrangement of centre promotions through merchants association/s or promotion committee/s
• Regular assessment of tenants turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties

m. Expense Control

• Check and authorise payment of accounts
• Authorise cleaning, consumables, electrical and general maintenance orders
• Control wage and salary allocation
• Control municipal payments and recoveries there against
• Ensuring cost effectiveness and performance of contractors

2. Assumes responsibility for the effective maintenance and reporting of financial records.
a. Oversees preparation of monthly, annual, and other management reports.
b. Assesses and reports on monthly performance against budgets.
c. Prepares and motivates consolidated monthly reports for submission to client3. Assumes responsibility for the efficient administration of collections activities.
a. Keeps accurate and up-to-date activity reports on late, potentially late, and accounts.
b. Documents all collection actions taken, including telephone conversations, alternative financial arrangements, and correspondence on computer.
c. Researches accounts that appear on late and potentially late records to ensure that Company errors are detected promptly. Provides clients the opportunity to fully explain their account status.
d. Ensures both monthly and ad-hoc rental and fee statements are sent out timeously.
e. Controls and monitors tenant payments in terms of rentals, deposits, lease fees, stamp duties etc.
f. Liaises with tenants as appropriate
g. Handles rental queries efficiently and diplomatically
h. Queries tenants' short payments
i. Ensures the daily receipting and processing of tenant payments
j. Liaises with book keeping and accounting staff re bank account deposits, queries and mis-allocations
k. Generally ensures that:

• Rent (and other charges) are paid by the 1st of each month
• Letters of demand after the 3rd to defaulting tenants
• Summons's are issued after the 21st day to defaulting tenants
• Controls and administers legal processes for the recovery of lease charges due and/or eviction of tenants
• Motivation and processing of write-offs

4. Assumes responsibility for timely and accurate preperation and submission of management reports.
a. Preparation of detailed debtors reports and graphs illustrating weekly and monthly collections:

• Weekly/monthly arrears against billings (debtors day calculations)
• Monthly graph of weekly collections against previous month/year

b. Preparation and submission of attorneys' reports on all legal matters
c. Daily Receipting on tenant accounts
d. Journal entries and corrections to tenant accounts to ensure updated tenant statements are presented to tenants
e. Reconciliation of bank statements (where appropriate) and tenants' accounts5. Assumes responsibility for ensuring that professional business relations are established and maintained with clients and external contacts.
a. Maintains the Company's professional reputation throughout collections operations and in all contacts with clients.
b. Maintains confidentiality.
d. Develops contacts with credit bureaus and other financial institutions. Uses shared information to effectively minimize Company losses.6. Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.
a. Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
b. Acts as a liaison between the Company and external contacts.
c. Ensures effective coordination of external services with Company operations.
d. Obtains and conveys information as appropriate.
e. Promotes goodwill and a positive image of the Company.7. Effectively supervises Property personnel, ensuring optimal performance.
a. Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures. Discusses areas needing improvement.
b. Assigns and coordinates personnel. Directs daily operations.
c. Identifies, develops, and implements training programs as appropriate.
d. 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 necessary8. Assumes responsibility for related duties as required or assigned.
a. Ensures that work area is clean, secure, and well maintained.
b. Completes special projects as assigned.
c. Reports on Operational expenses, foot traffic, security incidents etcPERFORMANCE MEASUREMENTS
1. Good communication and coordination exists with departments. Assistance is provided as needed.
2. Senior Management is appropriately informed of area activities and of any significant problems.
3. Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.
4. Building/s are well maintained and secure and meet the needs of the Company.
5. Property operations are efficiently and cost effectively administered.
6. Current and future Property needs are well planned and budgets are established and maintained.
7. Effective business relations exist with vendors, contractors, and trade professionals.EDUCATION/CERTIFICATION:
Matric with Bookkeeping
3 Years related experience
Essential own transport
Prior experience in property related field would be recommended but not a requirementREQUIRED KNOWLEDGE:
Knowledge of collection procedures and related laws and regulations.
Understanding of Company policies.
Familiar with default and enforcement clauses.SKILLS/ABILITIES:
Excellent administration abilities.
Able to organise, co-ordinate, and direct team activities.
Good communications and grammer skills.
Able to use all related equipment and computer applications.

Broll Property Group