Property Manager

About the position

The main purpose of this position is to handle the full property management function for a portfolio of commercial buildings. Handles rent collection, property administration, leasing, lease renewals, maintenance and facilities etc.
REQUIREMENTS:

• Matric
• Tertiary qualification essential
• 2-4 years experience in the commercial property industry. 

DUTIES:
Rent Collection

• Ensure that all lease and associated documentation is correctly and timeously captured onto the company file server and hard copy filing system
• Ensure information contained within lease docuemntation is cprrectly captured onto the MDA system
• Ensuring that the pre-billing and rent roll reconciliations are correctly compiled for billing purposes so that tenants are advised timeously of the amounts due in terms of their leases
• Ensuring that tenant statements of account reflect the correct balance owing

Administration:

• General correspondance with regard to the day to day requirements of the portfolio
• Ensuring that adequate steps have been taken to recover utilities, assessment rates and other operating cost expenditure, where necessary, with specific reference to any increases rates and the recovery thereof as determined the respective lease agreements
• The compilation of comprehensive reports to stakeholders regarding the different areas of responsibilities such as:
  • All elements of administration
  • Vacancy schedules
  • Property portfolio lease particulars
  • Incidential maintenance requirements
  • Preventative maintenance requirements
  • Budgeting and variance information
  
  


• The collection and perusal of accounts for pyament


• The compilation of minutes required for the purpose of keeping proper records of meetings


• Compilation and distribution of agenda and other documentation in anticipation of meetings. The refund of tenant deposits where they are due.


• Ensuring that the correct procedures are followed in respect of the take-on and termination of managed buildings


• Ensuring that the website os constantly updated with the latest new development and exisiting property vacancy details


• The professional representation on behalf of the company on the various body corporate determined from time to time


• Managing the local community relationship

Leasing

• The drawing of offer, lease and associated documentation
• Ensuring that documentation is correctly signed by the parties
• Ensuring that the contents of the concluded lease agreement are correctly captured on the MDA system
• The regular distrubution of updated vacancy reports to brokers
• Ongoing communication and liaison with broker

Lease Renewals

• The timeous communication with tenants in order to initiate negotiations in contemplation of the lease renewal
• The drawing of leases and associated documentation
• Ensuring that documentation is corrected signed by the parties
• Ensuring that the contents of the concluded lease agreement are correctly captured onto the MDA system
• Manage the tenant relationship

Maintenance and Facilities Coordination

• Ensuring that all maintenance and service provider contracts are negotiated and adequate SLA's are entered into. These include - but are limited to:
  • Security
  • Airconditioning 
  • Cleaning
  • Gardening
  • Lifts and escalating
  • Plumbing
  • fire equipment
  • Structural repairs painting
  • Electrical
  • Pest control
  • Access control
  
  


• The periodic and structured inspection of units (premised), buildings and properties in order to establish maintenance requirements and the resolution of such maintenance items


• The fielding of telephone calls and coprrespondance wherein incidential maintenance requirements are advised and ensuring that appropriate responses and or actions are timeously given to such complaints


• Ensuring tenant hand over and take back inspections are conducted, the appropriate reports are compiled and addressed


• Ensuring regular monthly or ad-hoc on-site meetings are conducted with service providers


• Driving the process of building and precinct improvements

Desired Skills:

• property management
• leasing
• portfolio management
• commercial property