Property Manager
Property Manager
Posted on :
09-04-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
09-04-2025
Job Description
The Property Manager will be responsible for the comprising around 40 tenants in various industrial commercial and residential buildings in Montague Gardens Steenberg Westlake Hermanus and Paarl. This will include researching and marketing to brokers agents and in the media showing of the vacant units to prospective tenants negotiating and concluding leases in consultation with Head Office and assisting with drawing up of lease documentation. This person will also be responsible for maintenance on the properties which includes controlling in house maintenance staff and dealing with subcontractors. There are also a number of administrative functions to be performed such as budgeting lease proposals job carding of maintenance reports to be prepared for Directors etc. This person will report on a regular basis to the company Directors and will work closely with other administrative and accounting staff and in particular the Head Office Property manager.
DUTIES
Annual
- Prepare Budget for Rentals Recoveries Maintenance Agents Commission Advertising and Vehicle Maintenance.
- Send Out Year End Security and Maintenance Letter to All Tenants and Staff.
- Assist Auditors with Documentary Requirements.
- Arrange Servicing of Fire Equipment
- Arrange Office Window Cleaning / Biannual.
- Arrange Servicing of Irrigation Systems.
Monthly
- Contact All Tenants Approximately 32 Months Prior To Termination with Regard to A Renewal.
- Confirm Rentals with Director After Doing a Market Survey with Brokers and On the Internet.
- Check Other Existing Rentals in The Complex and Manage Termination Date with Existing Terminations.
- Prepare Renewal Documents for Signature In Consultation with Head Office.
- Send out Monthly Brokers Vacancy Letters by E Mail with Updated Details for All Vacancy Units.
- New Brokers Agree Commission and Send Out Letters.
- Place Adverts in Property 24 E Prop Newspapers or Other Media.
- Visit All Properties on A Regular Basis to Check on Maintenance Issues and Establish Relationship with The Tenants. This Will Include Visits to Hermanus and Paarl as And When Necessary.
- Assist Accountant with Preparation of Source Data for Invoicing.
- Run A Petty Cash Spreadsheet and Reconcile the Cash Holding.
- Ensure That All Meter Readings Are Taken by The Driver and Sent to Head Office.
- Understand The Typical Water Consumption Per Complex/Unit in Order to Pick Up Potential Leaks.
- Assist The Directors with Any Personal Correspondence and Administration Travel Arrangements Etc. as And When Required.
- Act As Proxy for License Renewals and Registration on Cape Vehicles.
- Arrange Servicing of Cape Motor Vehicles as And When Necessary Obtaining Quotes for Approval by Head Office.
- Assist Staff with Basic Medical or Domestic Issues If Appropriate.
- Report on the Allocation of Labour Hours Worked Between Properties as Well as Sick or Other Leave to Head Office.
- Monthly Reports Required
- Maintenance Report Per Property /Unit.
- Petty Cash Report
- New Tenant Leads Report.
Daily/Weekly
- Show Vacant Units as And When Required.
- Hand Over Landlords Standard Requirement Letter to All Potential Clients.
- Control Daily Program for Maintenance Team Sending Them Out to Various Units.
- Control And Supervise Permanent OnSite Staff at Complexes.
- Liaise With Security Personnel at Sites.
- Order Materials for Maintenance Team.
- Supervise And Sign Off the Work.
- Contact Subcontractors for Quotes on Maintenance Work. Meet Them on Site When Necessary.
- Approve Subcontractor Quotes with Director.
- Inspect Work and Authorize Payment.
- Report To Director on Current Tenant and Maintenance Issues Requiring Technical Input.
- Filing Of Correspondence on Property and Other Files.
- Maintain Meticulous E Mail and Other Correspondence Records Using Specific Subject Headers for Later Reference.
- Report To Director on Lease Negotiations. Agree On Parameters for Negotiations.
- Refer Staff Leave and Health Issues and Requests to Head Office/Director for Approval and Recording.
New Lease
- Prepare Full Lease Documentation for Signature in Consultation with Head Office.
- Prepare Specific Clauses for Particular Leases in Consult with Director to Protect Company Interest and Premises.
- Arrange Maintenance Staff to PreClean the Unit.
- Arrange For Power to Be Switched on With Eskom If Required Including Payment of Deposit.
- Check The Unit for Repairs or Maintenance Required.
- Ensure Complete Keylist and Keys Available With Duplicates for Office.
- Perform Hand Over Meeting
- Obtain 14 Day Defect List Arrange Repairs or Note Items Not to Be Repaired on File.
- Obtain Bank Guarantee For Cape Based Leases When Applicable.
End Of Lease
- Arrange Preliminary Inspection with Outgoing Tenant Approximately 1 Month Before Exit.
- Send Tenant A List All Items Outstanding
- Take Over and Check Unit on Final Day Noting Any Further Items to Be Done at Tenants Cost by Landlord.
- Check All Keys and Electrical Plumbing Intercom Etc.
- Final Meter Readings to Be Taken.
- Return Bank Guarantee If Required.
- Arrange Termination of Power at Eskom If required.
Insurance Claims
- Assess Damage to Property.
- Obtain Quote/S From Contractors
- Initiate Claim with The Insurance Company Together with Head Office.
- Receive Go Ahead
- Sign Off Work
- Follow up on payment
Requirements
- At Least 5 Years Experience in Property Management
- Experience In Negotiating Leases Face to Face.
- Experience In Drafting of Leases
- Ability To Compose Correspondence in English
- Good Interpersonal Skills
- Good Time Management
- Ability To Control and Organize Maintenance Staff.
- An Even Temperament Is Required When Dealing with Tenant Queries/Complaints.
- Ability To Get Along with Other Staff in A Small Office Environment.
- Good Mathematical Skills
- Good Computer Literacy
- Ability To Balance and Prioritize a Number of Tasks Simultaneously
- Drivers License Essential Use of Pool Car for Site Visits.
- Mda Property Management Software Would Be a Plus
- Microsoft Excell Including a Good Working Knowledge of Formulas.
- Microsoft Word Ability to Properly Set Out and Format a Letter or Numbered Document for Lease Purposes
- Windows Internet
- Outlook E Mail
- Advanced Use of Outlook Task Manager Contacts and Calendar
- Use Of Credit Checking Software Such as Windeed.
Required Experience:
Manager
Employment Type
Full-Time
Key Skills
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