Property Portfolio Executive
Property Portfolio Executive
Posted on :
10-04-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
10-04-2025
Job Description
Key requirement of this position to ensure that all buildings forming part of the Companys or Clients property namely the residential portfolio and the student portfolio (or that of any company forming part of the same Group of Companies) are at least 95 (ninety five percent) let at all times and that a 50 (fifty percent) tenant retention is achieved (regardless of the rental levels and other terms and conditions applicable to tenants which will be determined by the Company in its sole and absolute discretion).
Assumes responsibility for the effective operations management of property and facilities:
The performance criteria are:
- To ensure fully occupied buildings at rentals acceptable to the shareholders
Property Management
- Keep abreast of market activities in respect of tenant movement new developments major vacancies and other landlords strategies;
- Analysis of performance of property benchmarking one building to the next to ensure efficiencies are maintained;
- Attend meetings / functions related to successful operation of
Asset Management
- Control/schedule/implement regular preventative maintenance program in line with budget constraints;
- Motivation of refurbishments major repairs as appropriate;
- Attend site meetings with contractors in respect of maintenance/expansion of projects;
- Monitor progress;
- Ensure assets are numbered and recorded in the asset register;
- Inspection / enforcement of tenant responsibilities during and ontermination of lease terms; and
- Responsible for Compliance of OSH
Client Reporting
- Provide accurate information to owner according to agreed format timeously;
- Analysis of monthly income /expenses;
- Analysis of operating costs on a monthly basis in terms of the approved forecasts; and
- Monitoring of all municipal recoveries (and general recoveries) on a monthly basis.
Monthly/Annual Expenditure / Analysis
- Approve capex within authority limits;
- Ensure we conform to capex procedures;
- Estimate new operating costs; and
- Ensure recovery of operational costs in accordance with Lease
Planning and budgeting
- Preparation and completion of budgets each year;
- Completion of monthly forecast timeously;
- Review rental annually and ensure the best possible rate are achieved;
- Assist in formulation of business plans for each property;
- 3 Year budget preparation and control;
- Monthly review and monitoring of results; and
- Set and motivate capex per building in consultation with
Building Management
- Devise a threeyear maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the owners;
- Investigate/initiate proposals for refurbishments;
- Maintain a handson control of projects in hand;
- Review the building status/grade annually and maintain the standards within those grade; and
- Ensures compliance with legal regulations. Completes regular OSH inspections and updates monthly reports as appropriate. Ensures that OSHA requirements are effectively
Debtors Management
- Monthly interaction meetings with Debtors clerks and leasing to ensure appropriate action taken and approve legal action;
- Managing debtors clerks and ensuring that all leases are loaded on the system ensuring leases are correctly loaded and that lease renewal and contacts is signed timeously; and
- Ensure that rent rolls are accurate and up to date before the billing run;
Credit Control
- Responsible for Management:
- Arrears
- Legal action
- Writeoffs
Tenant Manager
- Tenant satisfaction and customer service;
- Deal with correspondence / interaction with tenants as required;
- Tenant training;
- Ensure that leases are timeously renewed and all vacant space is let and in a presentable state; and
- Fire drills/evacuation procedures are in place and performed.
New Tenants
- Determination and recommendation of letting mandates (i.e. rental levels etc);
- Lease negotiation and maintenance of tenant relationships;
- Control of new leases and recordal of same; and
- Ensure occupation levels are
Existing Tenants
- Renewal of Lease Agreements both direct and through Leasing Management where applicable;
- Tenant liaison and public relations; and
- Control of new leases and recordal of
Expense Control
- Check and authorise payment of accounts;
- Authorise cleaning consumables electrical and general maintenance orders;
- Control wage and salary allocation;
- Control municipal payments and recoveries there against; and
- Ensuring cost effectiveness and performance of
Marketing
- Ensure websites are updated;
- Have a good understanding of the market and advise shareholders on rental rates and market trends;
- Set up marketing plans and budget to ensure fully occupied buildings;
- Execute the marketing plan;
- Perform tenant satisfaction surveys;
- Create brand value;
- Create product awareness; and
- Ensure personnel live the
Administration
Intake:
- Sales pitch;
- Application & credit vetting;
- Lease Agreement;
- Reserving the desired room;
- Ensuring all upfront fees deposits and monies are paid;
- Ensuring the lease is loaded on the relevant accounting system;
- Ensuring the tenants finger prints are loaded on the security access systems (biometric fingerprinting); and
- Key distribution;
Monthly:
- Running and reconciling the monthly rent roll;
- Rent statements;
- Rent collection;
- Recoveries;
- Ensuring that the vending system is functional;
- Legal procedure in event of nonpaying tenant;
- Checking vacancies in the event of absconding tenants;
- Reconciling rent roll to tenancy schedule to the access system to the electricity purchases;
Vacate:
- Reconcile accounts;
- Obtain tenant bank details;
- Ensure that the key is returned;
- Bill damages;
- Refund
Operations
Intake:
- Ensure each tenant room is clean maintained and furniture is in place;
- Ensure that each room has a key and that each key works in the designated lock;
- Ensure that finger print access system has been
Monthly:
- Ensuring maintenance matters are attended to timeously;
- Buildings are clean;
- Buildings are secure;
- WiFi is always available;
- Waste management is effective;
- Access control systems are functional;
- Visitor process are adhered to;
- House Rules are implemented and
Vacate:
- Each room is checked with the tenant and damages documented;
- Ensure that correct costings is allocated for damages to be recovered;
- Ensure that damages to be recovered is given to administration for recovery;
- Ensure that the key is returned;
- Put a programme in place for the maintenance of damages to be carried out;
- Inspect that maintenance has been carried out properly to the right standard;
- Ensure each room is cleaned and furniture correctly
Assumes responsibility for the effective maintenance and reporting of financial records
- Assesses and reports on the monthly performance against
- Assesses and reports on the monthly occupancy of the buildings.
- Assesses and report on the monthly recoveries versus
- Assesses and report on the monthly collection of
Assumes responsibility for ensuring professional business relations with vendors contractors and trade professionals
- Works to develop and maintain productive business relations with vendors suppliers contractors
- Acts as a liaison between the Company and external contacts.
- Ensures effective coordination of external services with Company
- Obtains and conveys information as
- Promotes goodwill and a positive image of the Company.
Effectively supervises Property personnel ensuring optimal performance.
- Provides leadership to assigned personnel through effective objective setting delegation and Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures. Discusses areas needing improvement.
- Assigns and coordinates Directs daily operations.
- Identifies develops and implements training programs as
- Conducts performance Provides measurable feedback to assigned personnel and suggestions for improved performance. Formulates and implements employee corrective actions as needed.
- Ensures that staffing levels are appropriate. Interviews hires and assigns personnel as
Assumes responsibility for related duties as required or assigned.
- Ensures that work area is clean secure and well
- Complete work on time.
- Reports on Operational expenses rental recovery and incidents etc.
Requirements
Tertiary qualification essential
Minimum 8 10 years experience in the Property Management industry at a Senior Management level
Student Accommodation and Residential property experience preferred.
Employment Type
Full-Time
Key Skills
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