POSITION PURPOSE

Responsible for developing, recommending, and implementing the Centre’s marketing program. Formulates and supervises product marketing, advertising, and promotional programs. Performs marketing research as needed. Develops and delivers sales and marketing training programs to Tenants and operational staff. Oversees customer relations and ensures that the Company’s professional reputation is projected and maintained. Ensures

Organise creative campaigns and promotional events that can make a difference in the Centre’s success according to trends and customer requirements. The ideal candidate will be passionate for the ‘art’ of marketing and will have an abundance of ideas for building efficient strategies. This person must bring forth a strong arsenal of techniques
and methods to promote our products, services and public image.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for developing and implementing effective marketing programs.
a. Development of long and short term marketing plans.
b. Conducts market research and develops marketing strategies to complement and support Body
Corporate goals and strategic objectives.
c. Reviews marketing programs regularly and modifies as needed. Ensures the integrity and quality of all marketing efforts.
d. Constructs and monitors the marketing budget.
e. Develops and implements training, promotion, and advertising programs that further marketing . objectives. Compiles promotional materials.
f. Maintains and updates Boardwalk Inkwazi website
• Exhibitions and promotional events.
• Write copy for diverse marketing distributions (brochures, press releases, website material etc.
• Monitor progress of campaigns using various metrics and submit reports of performance.
• Collaborate with managers in preparing budgets and monitoring expenses.
• Ensure that exhibition court space is sold to ensure steady income towards the Centre.
• Control Marketing and exhibition budget and ensure that all expenditure is accounted for.
• Ensure that all exhibition contracts are signed and exhibitor payments paid before exhibition.

2. Assumes responsibility for developing and maintaining effective public relations with customers, marketing professionals, and external business contacts.
a. Establishes and implements effective communication with outside contacts.
b. Organize and oversee advertising/communication campaigns (social media, TV etc.),
c. Maintain relationships with media vendors and publishers to ensure collaboration in promotional activities
d. Ensures that requests and questions are promptly, appropriately, and courteously resolved.
e. Ensures that the Company’s professional reputation is maintained.

3. Assumes responsibility for establishing and maintaining effective working relationships and coordination with Body Corporate. with the tenants and Centre Management
a. Provides assistance and support as needed.
b. Keeps management informed of area activities and of any significant concerns.
c. Completes required reports, records, and related documents accurately and promptly. d. Attends meetings as required.

4. Assumes responsibility for related duties as required or assigned.
a. Stays informed of developments in the marketing field and of markets affecting Company operations.
b. Completes special projects as assigned.
c. Conduct market and analysis to evaluate trends, brand awareness and competition ventures.
• Initiate and control surveys to assess customer requirements and dedication.

5. 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 Centre Management and external contacts.
c. Ensures effective coordination of external services with Centre Management operations.
d. Obtains and conveys information as appropriate.
e. Promotes goodwill and a positive image of Boardwalk Inkwazi

6. Assumes responsibility for the effective operations management of Centre and facilities.
a. Centre Management
• Keeps abreast of market activities in respect of tenant movement, new developments.
• Maintains a hands-on control of projects in hand
b. Centre Management Reporting
• Provides accurate information to the General Manager / Manageing Agent / Client according to agreed format timeously
• Monitors turnover rentals
c. Planning And Budgeting
• Assist in compiling expense budgets for each year
d. New Tenants
• Assist in vetting new Vendor applications and submitting Managing agent

PERFORMANCE MEASUREMENTS

1. Marketing functions are well coordinated and support organizational objectives.
2. Marketing research is valid, reliable, and a useful tool for management.
3. Marketing programs are appropriate, effective, and reviewed regularly.
4. Professional and effective public relations are maintained.
5. Centre Management appropriately informed of area activities and of any significant problems. Required reports are accurate and timely. Suggestions for improved performance are provided.
6. Marketing expenses are in line with the budgets
7. Centre Management is appropriately informed of area activities and of any significant problems.
8. Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.
9. Centre operations are efficiently and cost effectively administered.
10. Current and future Centre needs are well planned and budgets are established and maintained.
11. Effective business relations exist with vendors, contractors, and trade professionals.
12. Adheres to ISO procedures and systems implemented.

EDUCATION/CERTIFICATION:
Matric
Associate’s degree in business administration with emphasis in marketing or equivalent experience.

REQUIRED KNOWLEDGE:
Knowledge of Company products and services.
Understanding of sales and promotion techniques. Familiarity with local marketing vendors.
Excellent understanding of Centre management procedures. Knowledge of budgeting, service contracts

EXPERIENCE REQUIRED:
Minimum of 7 years of experience in marketing, public relations, advertising, supervisory experience.

SKILLS/ABILITIES:
Strong interpersonal and public relations skills.
Excellent organisational,,analytical abilities and time-management abilities.. Solid writing skills.
Able to operate computer applications. Proficient in MS Office, marketing software and Adobe
Able to use graphic arts tools and supplies. Excellent leadership abilities.
Able to organize, coordinate, and direct team activities
Strong problem solving skills. Good communications skills.
Good understanding of market research techniques
Data analysis and statistics methods
Thorough knowledge of strategic planning principles
Marketing best practices
Familiarity with social and web analytics (e.g. Web Trends)
Excellent communication and people skills
Creativity and commercial awareness

POSITION PURPOSE

Responsible for planning, organising, and directing the activities of the Centre.  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 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 and follow the procurement policy. Keeps Senior Management well informed of area activities and significant problems.  Trains, directs, and appraises assigned personnel.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for the planning, development, and implementation of effective operations management policies, procedures, and planning.
  • Assists Senior Management in developing short and long term goals and plans. Assists with long term budget projections.
  • Executes established operational goals and ensures that corporate wide plans are complemented and supported.
  • Assists in developing policies and procedures for Centre operations. Conducts periodic reviews of existing policies and procedures to ensure maximum efficiency.

• Assumes responsibility for the effective operations management of the Centre and facilities.
  • Coordinates and arranges third party services of maintenance contractors, suppliers, vendors, etc. Deals with contractors on daily basis.
  • Liaises with tenants with regards to operational problems.
  • Responds to emergency call outs.
  • Day to day running and control of:
    • Tenant complaints
    • Security
    • Air Conditioning
    • Cleaning, Electrical, Plumbing etc.
  • Authorises of invoices for payments.
  • Issues tender documents.
  • Calculates operational costs for charge out to the tenants to ensure recoveries where appropriate
  • Manages space planning. Ensures that the Centre layout will accommodate present and future operational and space requirements.
  • Conducts periodic inspections of facilities, assesses problems and needs, and implements improvements in operations as appropriate.
  • Coordinates maintenance activities. Ensures that facilities are clean, well maintained, and in good repair. Directs preventive maintenance procedures as appropriate.
  • Ensures that Centre operations are in compliance with established procedures, policies, regulations and codes.

• Assumes responsibility for the security of all the Centre facilities. Conducts scheduled inspections of security systems and implements improvements as necessary.
  • Identifies security threats and develop action plans for the prevention of incidents
  • Establishes and maintains security systems for the Centre and tenants
  • Monitors shops and businesses and react on emergency calls
  • Establishes and maintain security information network
  • Liaises with SAPS and local authorities
  • Plans the manning of the center and manage guards on duty
  • Determines the needs for security systems and equipment
  • Communicates with tenants regarding security systems
  • Develops and implements security devices
  • Creates security awareness amongst staff, tenants and shoppers
  • Compiles budgets and control expenditure
  • Establishes emergency plans

• Assumes responsibility for ensuring the efficient and cost effective administration of Centre operations.
  • Develops and implements safety directives
  • Completes financial forecasting duties, and generates and updates schedules for building expenditures.
  • Creates safety awareness and trains staff in Health and Safety.
  • Ensures compliance with legal regulations. Completes regular OSH inspections and updates monthly reports as appropriate.  Ensures that OSHA requirements are effectively implemented.
  • Ensures that facilities operations are cost effective, efficient, and within established budget constraints.
  • Oversees the procurement of furnishings and equipment in accordance with budget planning.
  • Researches vendors, contractors, and suppliers to ensure that equipment and services are of acceptable quality, competitively priced, and delivered on time.
  • Ensures that all maintenance agreements and leases are current.
  • Ensures that billing discrepancies are promptly tracked and resolved.

• Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.
  • Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
  • Acts as a liaison between the Company and external contacts.
  • Ensures effective coordination of external services with Company operations.
  • Obtains and conveys information as appropriate.
  • Promotes goodwill and a positive image of the Company.

• Effectively supervises Centre personnel, ensuring optimal performance.
  • 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.
  • Assigns and coordinates personnel. 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

• Assumes responsibility for related duties as required or assigned
  • Ensures that work area is clean, secure, and well maintained
  • Completes special projects as assigned
  • Reports on Operational expenses, foot traffic, security incidents etc.

PERFORMANCE MEASUREMENTS

• Good communication and coordination exists with departments – Assistance is provided as needed
• Procurement policy is fully complied with
• Senior Management is appropriately informed of area activities and of any significant problems
• Operations personnel are well trained, effective, and efficient- Appropriate supervision and assistance are provided
• Company facilities are well maintained and secure and meet the needs of the Company
• Centre or Property operations are efficiently and cost effectively administered
• Current and future Centre or Property needs are well planned and budgets are established and maintained
• Effective business relations exist with vendors, contractors, and trade professionals

QUALIFICATIONS

• Education/Certification: Matric
• Additional related maintenance and Centre management training preferred

REQUIRED KNOWLEDGE

• Excellent understanding of Centre or Property management procedures
• Knowledge of budgeting, service contracts, and leasing agreements

EXPERIENCE REQUIRED

• Five or more years of related experience, with at least two or more years of supervisory experience

SKILLS/ABILITIES

• Excellent leadership abilities
• Able to organise, coordinate, and direct team activities
• Strong problem solving skills
• Good communications skills
• Able to use all related maintenance equipment and computer applications

POSITION PURPOSE

Responsible for maintaining the Utilities municipal charges processes. Manages Utilities Investigations functions to ensure conformance with established standards. Coordinates closely with customers and ensures that the Company’s professional reputation is maintained. Organises, directs, and coordinates Utilities office workflow. Monitors Utilities policies and functions, recommends improvements, and ensures that functions are completed in accordance with established procedures. Completes required reports and records. Assigns, supervises, and appraises Utilities personnel.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for ensuring the integrity, accuracy, and timeliness of Utilities Recoveries functions for an assigned Portfolio.
  • Liaises with Portfolio Managers.
  • Liaises with UM Company as needed.
  • Investigates variances and questions on municipal accounts
    • Researches and resolves discrepancies
    • Release accounts on system for approval (Only when queries arise)
    • Identify and address expenditure abnormalities with council
    • Identifies income abnormalities
    • Responsible for opening and closing of accounts @ local authorities
  • Ensures that Council Utilities accounts are properly reconciled and invoiced each Utilities cycle. Pulls and reviews Utilities status reports. Identifies and resolves Utilities problems or delays
  • Audits Utilities processes for accuracy and efficiency. Verifies reconciliations and explains or resolves variances.
  • Ensures that reports, records, and related documentation are completed in accordance with Company policies and procedures.
  • Maintains a filing system, keeping the filing tidy and filing for all the regions
  • Manages current expense files, by dividing them by the account numbers and stand numbers.
  • Opens new building files.
  • Verifies data captured. Releases accounts on the system for approval.
  • Liaises with Councils, in writing, and telephonically with regard to queries, and billing discrepancies, contacting of councils for discrepancies on buildings.
  • Assists with refund applications and opens and closes new accounts.
  • Performs duties in accordance with established Company policies and procedures.
  • Ensures all prepaid accounts are managed, paid timeously, monitored and no cut-offs happen

• Assumes responsibility for the effective distribution and communication of information.
  • Receives and processes mail from clients. Reviews, records, and distributes paperwork.
  • Maintains regular contact with management and other departments to obtain information and/or to correct transactions. Monthly meetings to be held with assigned portfolio.
  • Receives client information. Analyses information and determines if revisions must be made.  Records information. (on recovery schedules)

• Assumes responsibility for the accurate, thorough, and timely completion of related reports, records, and documents.
  • Prepares and oversees preparation of various documents. Maintains customer activity reports. Reviews, researches, and resolves outstanding invoices.
  • Compiles monthly reporting pack. Monthly management reports include:
    • Query investigation status
    • Investigation status report
    • Due dates met
  • Does and Reviews reconciliations on municipal accounts as required by Financial Manager
  • Researches and resolves outstanding payments or overpayments (Only when queries on account).
  • Reviews and inputs program changes as needed in utility investigations and recoveries / income comparisons.

• Assumes responsibility for establishing and maintaining effective communication, coordination, and teamwork with Company personnel and with management.
  • Coordinates functions with related departments, regional offices, and headquarters.
  • Assists and supports Company personnel as needed. Responds to questions and information needs.
  • Keeps management informed of area activities and of any significant concerns.

• Assumes responsibility for establishing and maintaining effective business relationships with local authorities, and clients.
  • Obtains and conveys information as needed.
  • Ensures that clients’ requests, questions, and problems are promptly and courteously resolved.
  • Ensures that professional, high quality customer service is provided.
  • Ensures that the Company’s professional reputation is maintained and projected.
  • Maintains effective working relationships with vendors to ensure that cost effective. and appropriate services and supplies are provided as needed.
  • Investigates and permanently resolves client complaints.

• Assumes responsibility for related duties as required or assigned.
  • Ensures that work areas are clean, secure, and well maintained.
  • Completes special projects as assigned.
  • Attends meetings as needed.

PERFORMANCE MEASUREMENTS

• Utilities documents, reports, and records are accurate, complete, and timely and filed properly. An optimum turnaround time in Utilities is maintained.
• Discrepancies and variances in information are promptly researched and permanently resolved. Adjustments and reconciliations are made as needed. Suggestions for continual improvements are made so similar problems are avoided.
• Management reports, payments are timeous, accurate and complete.
• Utilities functions are completed in accordance with established policies and procedures.
• There are no cut-offs of any services due to delayed payments or outstanding queries.
• Utilities personnel are effective, efficient, and well trained. Assistance and support are provided as needed. Performance appraisals are conducted as required.
• Positive, professional business relationships exist with vendors and customers. Superior customer service is consistently provided and the Company’s professional reputation maintained.
• Good coordination and working relationships exist with related departments and units. Assistance is provided as needed.

QUALIFICATIONS

• Education/Certification: Matric plus 3 years’ experience.

REQUIRED KNOWLEDGE

• Basic understanding of computer operations and accounting.
• Basic knowledge of overall Company operations.

EXPERIENCE REQUIRED

• At least 2 years of basic office experience.
• At least 2 years of related accounting experience.

SKILLS/ABILITIES

• Well organized and attentive to detail.
• Customer and service orientation.
• Good math and problem solving skills.
• Able to train and supervise others.
• Strong communication abilities.
• Able to use PC, fax, phone, and other basic business equipment.
• Good Relationships exist with Council(s)

POSITION PURPOSE

Responsible for the assisting in the management of the Property. Assist in ensuring maximum income of Property through effective property management. Responsible for collecting monies owing in respect of properties managed by the company. 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 DUTIES

• Assumes responsibility for the effective and professional performance of collections functions
  • Receives, reconciles and control production of monthly rent rolls and reports from the computer system and verifies the status of the accounts
  • 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 counselling 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
  • Utilises further appropriate collection methods if initial attempts do not secure required payment. Recommends extensions of due dates – Suggests consolidations and financial counselling
  • Posts approved extensions and notifies clients of new due date by mail
  • Performs collections efforts in accordance with Company policies and procedures and ensures they are legally compliant

• Assumes responsibility for the efficient administration of collections activities
  • Keeps accurate and up-to-date activity reports on late and potentially late accounts
  • Documents all collection actions taken, including telephone conversations, alternative financial arrangements, and correspondence on computer
  • 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
  • Ensures both monthly and ad-hoc rental and fee statements are sent out timeously.
  • Controls and monitors tenant payments in terms of rentals, deposits, lease fees, stamp duties etc.
  • Liaises with tenants as appropriate
  • Handles rental queries efficiently and diplomatically
  • Queries tenants’ short payments
  • Ensures the daily receipting and processing of tenant payments
  • Liaises with book keeping and accounting staff re bank account deposits, queries and misallocations
  • 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

• Assumes responsibility for timely and accurate preparation and submission of management reports
  • Preparation of detailed debtors reports and graphs illustrating weekly and monthly collections:
    • Weekly/monthly arrears against billings (debtor’s day calculations)
    • Monthly graph of weekly collections against previous month/year
  • Preparation and submission of attorneys’ reports on all legal matters
  • Daily Receipting on tenant accounts
  • Journal entries and corrections to tenant accounts to ensure updated tenant statements are presented to tenants
  • Reconciliation of bank statements (where appropriate) and tenants’ accounts

• Assumes responsibility for ensuring that professional business relations are established and maintained with clients and external contacts
  • Maintains the Company’s professional reputation throughout collections operations and in all contacts with clients
  • Maintains confidentiality
  • Develops contacts with credit bureaus and other financial institutions – Uses shared information to effectively minimize Company losses

• Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel
  • Assists area personnel as needed
  • Keeps management informed of activities, progress toward established objectives, and of any significant problems
  • Attends and participates in meetings as required

• Assumes responsibility for related duties as required or assigned
  • Stays informed of changes in collections policies, procedures, and related legal requirements
  • Ensures that work area is clean, secure, and well maintained

PERFORMANCE MEASUREMENTS

• Problem accounts are closely monitored and reviewed
• Appropriate collections actions are instituted which are in accordance with established Company policies and are legally compliant
• Outstanding accounts are promptly collected – A delinquency ratio which meets management standards is maintained
• Professional business relations exist with clients – Clients are properly assisted with their financial problems and their questions are courteously answered.
• Required reports and records are accurate and timely
• Good working relations exist with area personnel and with management – Management is appropriately informed of area activities
• Compilation and capture of electricity and water readings

QUALIFICATIONS

• Education/Certification: Matric with Bookkeeping
• 3 Years related experience
• Essential own transport
• Prior experience in property related field would be recommended but not a requirement

REQUIRED 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 grammar skills
• Able to use all related equipment and computer applications

POSITION PURPOSE

Responsible for the assisting in the management of the Property. Assist in ensuring maximum income of Property through effective property management. Responsible for collecting monies owing in respect of properties managed by the company. 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 DUTIES

• Assumes responsibility for the effective and professional performance of collections functions
  • Receives, reconciles and control production of monthly rent rolls and reports from the computer system and verifies the status of the accounts
  • 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 counselling 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
  • Utilises further appropriate collection methods if initial attempts do not secure required payment. Recommends extensions of due dates – Suggests consolidations and financial counselling
  • Posts approved extensions and notifies clients of new due date by mail
  • Performs collections efforts in accordance with Company policies and procedures and ensures they are legally compliant

• Assumes responsibility for the efficient administration of collections activities
  • Keeps accurate and up-to-date activity reports on late and potentially late accounts
  • Documents all collection actions taken, including telephone conversations, alternative financial arrangements, and correspondence on computer
  • 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
  • Ensures both monthly and ad-hoc rental and fee statements are sent out timeously.
  • Controls and monitors tenant payments in terms of rentals, deposits, lease fees, stamp duties etc.
  • Liaises with tenants as appropriate
  • Handles rental queries efficiently and diplomatically
  • Queries tenants’ short payments
  • Ensures the daily receipting and processing of tenant payments
  • Liaises with book keeping and accounting staff re bank account deposits, queries and misallocations
  • 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

• Assumes responsibility for timely and accurate preparation and submission of management reports
  • Preparation of detailed debtors reports and graphs illustrating weekly and monthly collections:
    • Weekly/monthly arrears against billings (debtor’s day calculations)
    • Monthly graph of weekly collections against previous month/year
  • Preparation and submission of attorneys’ reports on all legal matters
  • Daily Receipting on tenant accounts
  • Journal entries and corrections to tenant accounts to ensure updated tenant statements are presented to tenants
  • Reconciliation of bank statements (where appropriate) and tenants’ accounts

• Assumes responsibility for ensuring that professional business relations are established and maintained with clients and external contacts
  • Maintains the Company’s professional reputation throughout collections operations and in all contacts with clients
  • Maintains confidentiality
  • Develops contacts with credit bureaus and other financial institutions – Uses shared information to effectively minimize Company losses

• Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel
  • Assists area personnel as needed
  • Keeps management informed of activities, progress toward established objectives, and of any significant problems
  • Attends and participates in meetings as required

• Assumes responsibility for related duties as required or assigned
  • Stays informed of changes in collections policies, procedures, and related legal requirements
  • Ensures that work area is clean, secure, and well maintained

PERFORMANCE MEASUREMENTS

• Problem accounts are closely monitored and reviewed
• Appropriate collections actions are instituted which are in accordance with established Company policies and are legally compliant
• Outstanding accounts are promptly collected – A delinquency ratio which meets management standards is maintained
• Professional business relations exist with clients – Clients are properly assisted with their financial problems and their questions are courteously answered.
• Required reports and records are accurate and timely
• Good working relations exist with area personnel and with management – Management is appropriately informed of area activities
• Compilation and capture of electricity and water readings

QUALIFICATIONS

• Education/Certification: Matric with Bookkeeping
• 3 Years related experience
• Essential own transport
• Prior experience in property related field would be recommended but not a requirement

REQUIRED 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 grammar skills
• Able to use all related equipment and computer applications

POSITION PURPOSE

Responsible for the management of the Property. Ensure investment growth and maximum income of the 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.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for the effective operations management of the property and its facilities.
  • 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.
  • 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
  • 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
  • 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
  • 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
  • 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
  •  Debtors Management
    • Monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and approve legal action
  • Creditors Control
    • Responsible for Management:
      • Arrears
      • Legal action
      • Write-offs
  •  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
  • 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.
  •  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 records 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 premise
  •  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 tenant’s turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties
  •  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

• Assumes responsibility for the effective maintenance and reporting of financial records.
  • Oversees preparation of monthly, annual, and other management reports.
  • Assesses and reports on monthly performance against budgets.
  • Prepares and motivates consolidated monthly reports for submission to client

• Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals.
  • Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
  • Acts as a liaison between the Company and external contacts.
  • Ensures effective coordination of external services with Company operations.
  • Obtains and conveys information as appropriate.
  • Promotes goodwill and a positive image of the Company.

• Effectively supervises Property personnel, ensuring optimal performance.
  • 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.
  • Assigns and coordinates personnel. 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.

• Assumes responsibility for related duties as required or assigned.
  • Ensures that work area is clean, secure, and well maintained.
  • Completes special projects as assigned.
  • Reports on Operational expenses, foot traffic, security incidents etc.

PERFORMANCE MEASUREMENTS

• Good communication and coordination exists with departments. Assistance is provided as needed.
• Senior Management is appropriately informed of area activities and of any significant problems.
• Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.
• Building/s are well maintained and secure and meet the needs of the Company.
• Property operations are efficiently and cost effectively administered.
• Current and future Property needs are well planned and budgets are established and maintained.
• Effective business relations exist with vendors, contractors, and trade professionals.

QUALIFICATIONS

• Education/Certification: Matric
• Additional related maintenance and property management training preferred

REQUIRED KNOWLEDGE

• Excellent understanding of property management procedures
• Knowledge of budgeting, service contracts, and leasing agreements

EXPERIENCE REQUIRED

• Five or more years of related experience, with at least two or more years of supervisory experience

SKILLS/ABILITIES

• Excellent leadership abilities
• Able to organize, coordinate, and direct team activities
• Strong problem solving skills
• Good communications skills
• Able to use all related maintenance equipment and computer applications