City Property Administration (Pty) Ltd: Portfolio Manager

Company City Property Administration (Pty) Ltd
Reference # LC017
Published 26/03/2021
Contract Type Permanent
Salary Market Related
Location Pretoria, Gauteng, South Africa
City Property Administration (Pty) Ltd is a residential and commercial property management company that has been operating since 1968 with their headquarters in Pretoria and a supporting office in Johannesburg. City Property transforms buildings and injects fresh vitality into our inner cities. We provide sophisticated, modern and cosmopolitan retail spaces, offices, warehouses and apartments that ensure that those who live and work in the CBD enjoy the best South Africa’s cities have to offer.

The Residential Property Management Department in Pretoria at The Fields has a position for a Portfolio Manager. If you believe you meet the requirements for this position, then please send through your CV.

The purpose of the job is to manage the residential assets (buildings) financially and operationally in the portfolio, as well as providing leadership to the Residential team(s); ensuring that all systems and policies are adhered to in a customer centric manner.

Job Functions Facilities & Property Manager
Industries Facilities & Property Management
The main tasks and responsibilities associated with the position are listed below. This is not an exhaustive list of tasks and responsibilities and any other tasks and/or responsibilities that could be reasonably expected for the position may be required.

Perform Financial tasks and duties associated with the role.
1.Ensure that the expense budgets are prepared accurately and timeously.
2.Monitor and manage budgeted large expense items in line with planned timelines.
3.Monitor and ensure the management of arrears in conjunction with the Credit Control team to acceptable levels as set out in the Credit Controller’s KPA’s and per targets set for the portfolio.
4.Ensure files for Legal Handover is reviewed and actioned appropriately.
5.Monitor and ensure vacancies are managed within acceptable levels in conjunction with the Leasing team to achieve budgeted growth. Make appropriate recommendations to leasing teams to facilitate letting.
6.Monitor leasing processes to ensure leads received are converted to deals effectively.
7.Evaluate and approve rent reductions in line with guidelines and market conditions.
8.Conduct marketing research of competitors and trends in the area and make recommendations on appropriate strategies.
9.Make recommendations in terms of marketing campaigns to let vacant units and maximize income.
10.Achieve the net property income per the Property management’s responsibility areas that was budgeted for on buildings during the review period.
11.Analyse the portfolio’s performance and provide relevant feedback at monthly budget meetings and notes to reporting packs.
12.Arrange and chair financial meetings to review and report on portfolio’s performance.
13.Ensure timeous approval of clearance inspections, TDL’s, RFI’s and deposit refunds.
14.Monitor and manage turnaround and quality of clearances, TDL’s, RFI’s and deposit refunds submitted for approval by Property managers.
15.Monitor parking and access control and ensure collaboration with support (if relevant) at Head office.
Building Operations:
1.Ensure that buildings are formally inspected and managed in line with CPA standard.
2.Ensure buildings are managed to create Shareholder value and feedback reported at relevant forums.
3.Address maintenance concerns escalated by tenants timeously.
4.Address maintenance concerns escalated internally by all relevant stakeholders (e.g. leasing, technical) timeously.
5.Review the work done and quality of services provided by outsourced contractors (e.g., cleaning, security, etc.) as well as maintenance team.
6.Ensure that vacant units are timeously repaired to a lettable condition ready for occupation by prospective tenants.
7.Oversee the management of Monitor jobs facility by PMs ensuring that all notes are being completed regularly.
8.Monitor and review Monitor jobs dashboards for reasonability.
9.Ensure stock controls are implemented, maintained and monitored on a monthly basis.
10.Review, evaluate and oversee signage at the buildings.
11.Motivate upgrades and improvements where these are deemed necessary.
12.Consider and approve changes to outsourced services and staff compliment (security guards, building staff, cleaners, rubbish removal changes, etc.).
13.Review and monitor water, electricity and other utility costs and services provided.
14.Consider and ensure CPA policies, procedures and processes are adhered to support and enhance the business.
15.Ensure Risks are identified, reported, and managed in line with CPA’s Risk Policy.
Staff Management:
1.Coaching and mentoring of the staff.
2.Motivate and encourage the team members to perform effectively.
3.Compile, review and file performance agreements as per agreed policy.
4.Manage poor performance and develop an effective plan to correct the performance.
5.Provide constructive feedback to subordinates regarding their performance.
6.Oversee the work of the subordinates and ensure that they do their work as required.
7.Mediate the process between the tenants and the Building Managers to ensure that matters are handled effectively.
8.Selection and recruitment of new staff members.
9.Identifying talent within the business and encourage development and retention.
Build relationships with internal and external parties:
1.Improve communication and work as a team with other departments.
2.Encourage staff to work well with other departments and promote building professional relationships.
3.Ensure issues are resolved first at a departmental level before being escalated unnecessarily.
4.Improve the level of interaction between Pretoria and Johannesburg offices.
5.Achieve the required relationships with tenants, owners, contractors, and other external parties.
6.Manage Customer service matters in line with CPA standards.
Working conditions:
Office based. Travelling required.
Own transport required.

Qualifications & Experience:
1.Three-year Property Management related qualification preferred.
2.5-10 years’ Property Management experience required.
3.Estate Agencies Affairs Board Competency Certificate (NQF Level 4).
4.Fidelity Fund Certificate – Full Status
5.At least 3 years’ experience in Accounting and Financial Reporting
Skills & Knowledge Required:
1.MS Office skills required:
a.MS Word – Intermediate
b.MS Excel – Intermediate- Advanced
c.MS Outlook – Basic
2.Administrative knowledge and skills required.
3.Good Report Writing skills.
4.Staff Management skills.

Personal Attributes:
1.Problem solving – find solutions when emotions are involved.
2.Flexibility – adapting emotions, thoughts and behaviors.
3.Stress tolerance – coping with stressful situations.
4.Independence – be self-directed and free from emotional dependency.
5.Leadership – willingness to lead, take charge of situations, offer opinions and directions to others.
6.Teamwork – cooperation with others, good-natured attitude and encouraging people.
7.Planning and Organising – enjoy making detailed plans and long-terms plans.
8.Innovation – creative and open-mindedness.
9.Analytical and Strategic Thinking – like solving complex problems, carefully analyze information and use logic to address issues and problems.
10.Multi-Tasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.

Job Closing Date 02/04/2021