It is a requirement of this position that the Property Manager should attend to all aspects of administrative, financial and operational activities arising in respect of the properties under management. This includes liaising with tenants, service providers, contractors and property owners, the preparation of lease offers & lease agreements, capturing of property, tenant & lease details on the Company’s property management system (‘MDA’), debtor and creditor accounts administration (including local authority accounts management), utilities management, the updating of data on MDA, property inspections, service provider selection, procurement & contracting and reactive & proactive property maintenance management.

Queries and Reconciliations

• Responding to matters raised by property owners, tenants and service providers within one day of receipt.
• Responding to all queries in respect of rental and other charsges (utilities, rates, interest, legal fees, recoveries, etc.) and maintenance within one day of receipt.
• Attending to all reconciliations in respect of rental and other charges within one day of receipt.
• Processing of all adjustments including ensuring that any credit or refunds due to the owners and/or tenants are processed timeously.

Vacancies

• Vacating tenants on MDA at the end of lease periods if the tenant does not renew its lease.
• Filing of all correspondence in respect of the above.
• Updating of vacancy notes on MDA when a tenant is vacated.
• Receiving calls from ‘to let’ boards from potential tenants.
• Showing potential tenants space to let and following up with potential tenant leads.

Lease administration

• Preparation of all offers to lease, including forwarding to tenant and ensuring that all signed documentation is returned timeously.
• Obtaining approval under POPI requirements for and checking of tenant credit ratings with TPN, and obtaining Property Regionals Manager’s approval of tenant’s credit worthiness.
• Preparation of all lease agreements, addendums, cession documents, etc.
• Capturing of all lease details in MDA including all tenant details, printing of lease schedule reports and the checking & confirming of it against the lease agreement.
• Forwarding of lease documentation to tenants and ensuring that all signed documentation is returned timeously.
• Forwarding of signed lease documentation to the landlord for approval and signature and ensuring that all signed documentation is returned timeously.
• Updating of leasing notes on MDA when an offer to lease is sent to a tenant or broker.
• Updating of notes on MDA regarding progress being made in finalising lease documentation.
• Ensuring that all FICA documentation are obtained, confirmed and filed with the signed lease agreement
• Maintain tenant files within the requirements of POPI.

Operations

• Attending to all operations and maintenance issues for the property portfolio.
• Securing, adjudicating and making recommendations in respect of service providers and contractors quotes.
• Procuring, negotiating and concluding service providers and contractors contracts.
• Preparing and issuing work orders to service providers and contractors with clear instructions as to what work is to be carried out.
• Instructing service providers and contractors to proceed with work once the necessary approval has been obtained from the property owner and might be required.
• Inspecting and accepting the work carried out by service providers and contractors.
• Helping with the due diligence when purchasing new properties.

General Administration

• Assisting the Property Regional Manager in respect of administration requirements.
• Arranging meetings between the Property Regional Manager and the tenant where required.
• Securing debit order authorisation instructions from tenants.
• Filing of all correspondence in respect of the above.
• Monitoring and helping to update the website.
• Taking notes and minutes in meetings.

General

• Ensuring that all recoveries are loaded in respect of items deemed recoverable in terms of the Lease Agreement.
• Updating market rentals on MDA by the 25th of each month.
• Contacting tenants for turnover figures.
• Prepare and manage relevant portfolio parking schedules.

Annual Responsibilities

• Municipal rates recoveries adjustments including ensuring that all increases are captured against tenant accounts before the 15th of August each year
• Municipal property valuations checking and advice accordingly to property owners.
• Archiving of tenant files and building office files including management of files in accordance with POPI.
• Audit lease agreements for to ensure rental and recoveries are correct.

REQUIREMENTS:

• Property administration qualifications and experience.
• MDA experience
• Matric certificate