Property Manager - #336616

MASA Outsourcing (Pty) Ltd

Date: 2 weeks ago
City: Malmesbury, Western Cape
Contract type: Full time
Reference: PE000868-M -1

Our client is seeking a qualified and veteran Property Manager to join their team. They are looking for a meticulous person with time management, highly detail-orientated, and able to handle a variety of tasks in a fast-paced environment.

The ideal candidate must be proactive, and reliable, with the ability to multitask and prioritize their workload. The applicant must be an effective communicator, with good interpersonal skills to communicate clearly and professionally at all levels.  The position includes many tasks and the applicant must be able to demonstrate excellent problem-solving skills. The ability to work with all people and demonstrate strong leadership skills is essential.            
The successful applicant must also have a collaborative mindset with a customer-centric outlook.              
At least 8-10 years minimum experience in a variety of property portfolio management
At least 5 years of management experience.
Matric Certificate.  
Management Diploma is highly recommended. (Courses in property management)
Property development is considered an additional advantage.

  • Ensure contractor duties for soft services including gardens, parks, and heritage sites are performed consistently to service level agreements.
  • Conduct proactive site visits with tenants, contractors, and facilities team, regularly - ensuring compliance with leases and the proper upkeep of the properties. Including weekend site visits.
  • Liaise with Facilities Managers to attend to maintenance and repairs as per approved budgets.
  • Monitor and offer support and guidance to soft service contractors on areas that are not kept at the company standard.
  • Maintain a positive, productive relationship with tenants and address all concerns.
  • Assist Facility Managers with certain tenant installations - ensuring compliance.
  • Ensure tenants are provided with proactive excellent service e.g., tenant requests/problems are responded to in a timely and courteous manner. A 24-hour emergency coverage for the property at all times.               
  • Ensure that turnover spreadsheets, prepared are accurate and identify potential risks.
  • Continuously monitor controls relating to other income (i.e., Parking income, non-GLA income, Recoveries) and ensure that the maximum income is obtained. Actively looking at ways to improve the non-GLA income without compromising quality.
  • Monitor the debtors and identify potential vacancies.
  • Assist the Debtors department in following up on outstanding rentals.
  • Preparation of and ensuring expenditure budgets are not exceeded.
  • Prepare and process documents related to property management, such as contracts and leases.
  • Provide deal makers/legal with required documents - draft where necessary: Rental Schedules, Responsibility Matrix, drawings, etc.
  • Ensure new lease documents are all in order - Annexures, Resolutions, rental schedules.
  • Ensure leases are processed and loaded accurately on Nicor - sign off.
  • Ensure all lease terms are adhered to by both Landlord and Tenant.
  • Ensure Bank Guarantee and Rental deposits are collected by liaising with tenants, bank, and legal.
  • Oversee the take-back process for vacating tenants.
  • Communicating Expiring Leases and renewals timeously to Deal Makers.
  • Maintain accurate and up-to-date records for properties.
  • Communicate with tenants and landlords to address any issues or concerns.
  • Check and sign off the Forward Tenant Statement for correct billing.
  • Sign off account reconciliations and adjustments.
  • Attend to arrears report - liaise with Deal Makers on problem tenants - oversee debt recovery.
  • Prepare and manage annual budgets by forecasting requirements for New Developments.
  • Oversee audit of Operating Costs.
  • Monitor Utility recoveries including relevant meter readings.         
Managing Agents:     
This person must attend monthly management meetings for Body Corporates and Managing Agents within the precinct. In addition, they must oversee and approve budgets and scrutinize the various Management Packs for these entities.        
Insurance is an important pillar of engagement as Property Manager. Therefore, the following are some of the important oversights required: 
  • Preparation of figures for annual insurance renewal.
  • Compliance as per Insurance policy.
  • Impairment notices communicated to Insurance.
  • Ensure payments of debit notes and recovery from tenants.
  • Oversee the Risk Surveys and ensure requirements are met on time.
  • Process Insurance claims.
  • Liaise with brokers.             
Risk Management:
The applicant must be able to demonstrate the ability to Identify potential operational risks and develop contingency plans.
In addition, this position is key to ensuring compliance with safety and security protocols.             

Reporting and Analysis:
Obtaining and presenting the correct data for effective reporting and analysis underpins the ability to communicate effectively. Therefore, the applicant must have a very good understanding and track record to: 
  • Generate regular reports on operational performance for management review.
  • Utilize data analysis to make informed decisions and improve processes.
  • Collaborate with other department heads to align operations with organisational goals.
  • Communicate effectively to ensure a smooth flow of information across teams.
  • Create cost-cutting efficiencies and optimise resources.
  • Create efficiencies in existing standard operating procedures.
  • Follow instructions strictly and report daily to Management.
  • Oversee and manage contracts and providers for services.

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