Key areas of responsibility:

1      Revenue & Expense Management

1.1    Manage collection of rentals: Receive arrears analysis from the accounts department and ensure that statements are timeously distributed.  BMs to contact tenants regarding arrear rentals. BMs must implement arrears/collection procedures as discussed in the weekly operational/age management meeting.

1.2    Expenses: always, be cost conscious and obtain and scrutinize all quotes and invoices obtained.

1.3    Utilities: Inspect meters to ensure no breaches.

1.4    Arrears management: BMs must understand what is required and action as per instructions at the weekly operational management meeting.

1.5    Manage flat occupancy information: Perform regular reconciliations of system information with occupancy on site and resolve discrepancies with the accounts department.

2      Building Management

2.1    Inspections: A comprehensive inspection of each building once a month is required and a report in the prescribed format is to be submitted to the PM by the first Monday of the following month. Ensure that BMs perform health and safety inspections monthly and complete the required reports.

2.2    Repairs and maintenance: The BM shall ensure that the exterior, interiors, structure, ramps, parking areas, roofs, ceilings, windows, doors, locks, pipes, facades, turnstiles, gates, electrical systems, waterproofing, drainage and water systems, sanitation systems, lifts, heat pumps, boilers, lighting and all other equipment, fittings and works of the property are in good working order and condition.  Quotes must be sourced for repairs and maintenance in accordance with the company’s procurement policy. All equipment is to be serviced at the intervals prescribed by law or by the insurance company or in terms of company policy, as the case may be, and the certificates and reports filed on the building file and electronically on the company’s shared drive.

2.3    Occupational, Health & Safety: The BM is responsible for all health and safety matters and understand health and safety issues and adhere to the company’s implemented policies and procedures in this regard.

2.4    Security: Ensure that the building is secure, that the access control equipment and CCTV systems are operational and report any defects. Ensure that enough security staff are on duty at all times. Ensure that all staff apply the company’s access control policies.

2.5    Cleaning and waste management: Ensure that the exterior and all common areas are clean and free from litter and that a enough cleaners are allocated to the building. Effectively manage refuse, waste and recycling on site.

2.6    Stock control: The BM shall ensure that stock is adequately controlled and protect the company against theft of stock.

2.7    Equipment: Effectively manage any cleaning equipment, tools etc used by staff.  Ensure registers are kept and that staff takes care of company property.

2.8    Reinstatement: Vacated spaces shall be cleaned and reinstated to the company standard.

2.9    Lifts:  Regularly inspect lifts and immediately report faults to the service provider and the PM.

2.10 Meters:  Read water and electricity meters when requested from the PM. Ensure prepaid units are recorded on the out-inspection form.

3      Tenant Management

3.1    Inspections: BMs are responsible for inspections when the tenant takes occupation, vacates and on an ad hoc basis during the tenancy. BM must perform regular inspections and that attention is paid to “no deposit” flats and flats occupied by foreigners. The BM shall ensure that the inspections performed are maintained to the standard prescribed by the company.

3.2    Maintenance and fault reporting:   Should a tenant report a maintenance issue, ensure that this is attended to as soon as possible.  Give the tenant regular feedback on matters that are delayed as to why it is delayed.

3.3    Complaint's resolution: Responsible for any tenant complaints directly referred to, or escalated to, the PM.

3.4    Correspondence: Any letters, SMS's, e-mails or notices must be professional, in plain and clear language and printed on an approved Ithemba letterhead. Reply in writing when correspondence is received from tenants. Copies of all correspondence sent and received must be placed on the tenant file or building file, depending on the circumstances.

3.5    Retention: Implement approved retention policy for tenants. BMs must manage the tenant relationship during the lease.  Where tenants have given notice to vacate, the BM must aim to retain tenants.

3.6    House Rules:  Ensure that all occupants of the building adhere to the house rules. Ensure letters are sent to occupants that break house rules.

4      Staff management

4.1    Development and motivation: Play an active role in the development of direct reports. Act as mentor. Motivate staff to excel in their roles.

4.2    Meetings:  Attendance of the weekly operational meeting, At least one meeting must be held with staff per month. Any issues raised by the staff must be escalated to the relevant forum.

4.3    Job descriptions and specifications:  Ensure that all staff adhere to the set job descriptions. Record start and finish times and inspect registers daily. Inspect occurrence books twice daily and escalate incidences to PM where necessary.

4.4    Recruitment and appointment: Communicate staff requirements to the PM.Interview shortlisted candidates and agree together with the PM who to appoint.

4.5    Promotions and increases: Make recommendations for promotions to the PM. Make recommendations for annual increases when requested and consult with PM.

4.6    Performance management:  Manage the performance of staff against their job description. A performance management process must be followed for poor performing staff. Have monthly meetings with PM to discuss the staff evaluation criteria.  Ensure that all staff perform according their job descriptions. Complete performance reviews with each staff member once a quarter and submit to the HR manager.

4.7    Training:  Participate in training when required. Assess training needs and make recommendations regarding training for staff. Ensure that all staff understand and are familiar with all company policies and procedures.

4.8    Injury on duty: Report any injuries to the HR manager and the PM.

4.9    Remuneration:  Manages attendance registers and leave (according to leave windows). Motivate increases for building staff.

4.10 Disciplinary procedures:  Complete reports when incidents occur.  Issue warnings on the provided templates. Should a matter go to a hearing, assist the HR manager and PM with evidence gathering and play an active role in any disciplinary action.

5      Stakeholder Engagement

5.1    Service providers: Manage and build on the relationship with the company’s preferred service providers.

5.2    CIDS, HOAs and bodies corporate:  Represent the company and attend to CID meetings. Provide feedback to the PM (if not present).

5.3    Other stakeholders: Manage the relationships with security companies, council officials, etc.

6      Letting Management

6.1    Monthly- & Ad-Hoc Sales Promotions: Assist with monthly and ad hoc promotions.

6.2    Market Research: Assist with market and competitor analysis and intelligence.

6.3    Notices: Negotiate with tenants that give notice to vacate. Ensure tenants are contacted and enquiries made on reasons for notice and prepare report for PM / HOL.

6.4    Correspondence: Respond to tenant correspondence within set timelines. Manage correspondence in respect of notices, charges, etc. Ensure increase letters are delivered.

6.5    Filing: Ensure leases and other documents are filed regularly and accurately. Maintain electronic records.

6.6    Targets :  Actively chase own and portfolio targets.  Work together as a team with other BMs and AMs to reach company goals.

Job Specific Requirements:

Personal Requirements & Skills:

·       Self-disciplined, self-motivated and hard working

·       Deadline driven

·       Ability to work in a pressurized environment independently without much supervision

·       The ability to work in a team

·       Willing to work overtime on occasions when required

·       Has own reliable transport

·       English proficiency (Essential).

·       Computer literacy of MS Office, Excel (Essential).

Job Experience & Education:

·  5-10-year experience in Operations.

·  Property operational management advantageous

·  Matric: Essential

Remuneration:

Basic:

·       Market related based on experience or qualification

Allowances or company contributions:

·       Group risk benefits and provident fund contribution included in cost to company

Commissions or Bonuses

·       Monthly incentives based on targets

Leave Days

·       15 days per annum

CV Submissions

 careers@ithembaproperty.co.za