Commercial Property Portfolio Manager - Durban
Exciting role available in an well established national business, located in Umhlanga, Durban.
Full responsibility for the effective management of the allocated portfolio of commercial properties. This includes lease negotiations for renewals and new leases, preparation of annual budgets, updating monthly working budget projections, attending site meetings and managing the performance of the Property Administrator, Creditors Administrator and Debtors Administrator in respect of the Property Manager’s portfolio of commercial properties.
Minimum Education Requirements
• Minimum of 3 years property management experience
• BComm or BSc Property Studies
• Property Management Diploma or SAPOA qualification
• Property Introductory Programme (PIP) - SAPOA
• Certificate in Shopping Centre Management
Minimum Knowledge, Skills and Competencies
• Tertiary qualifications in any of the areas of finance, law, property management, property valuation, town planning or building science.
• Postgraduate property management degree, diploma and or SAPOA qualification.
• Excellent written, verbal, interpersonal and organizational skills.
• Numeracy and financial skills and appreciation.
• Computer literacy and knowledge of MRI property management system.
• Ability to adapt to a variety of environments and work demands.
• Ability to maintain a high level of sensitivity to client and tenant needs.
• Willingness to work additional hours as the demands of the job might dictate.
• Customer-focused attitude.
• Excellent interpersonal management skills and abilities.
• Review vacancy schedule and lease expiries report on a weekly basis so that lettings are dealt with timeously and proactively.
• Ensure that vacancy schedules are forwarded to the brokers at least once a month and follow up with the brokers on a regular basis in
respect of the progress being made in letting the vacant space.
• Ensure that vacant space is painted and kept in a clean and tidy condition and that all lights, etc., are in good working order.
• Commence lease renewal negotiations with existing tenants a minimum of 6 months prior to the lease expiry date.
• Commence lease negotiations with new tenants and or brokers in respect of the vacant premises.
• Visit the premises to show prospective tenants and or the brokers the premises that are available for leasing.
• Forward the details of the lease negotiation to the Property Administrator for the preparation of an ‘Offer to Lease’ in respect of vacant
premises, or the preparation of a ‘Renewal Letter’ for existing tenants.
• Checking the ‘Offer to Lease’, the ‘Renewal Letter’ and the final ‘Lease Agreement’ before it is sent for signature by the tenant or the tenant’s
• Ensure ‘Lease Agreements’ are finalised prior to the lease expiry date in respect of existing tenants and prior to the tenant taking occupation
of the premises in respect of new tenants.
• Developing and implementing leasing strategies for the properties where required, including formulating appropriate tenant mix
Budgets & Reporting
• Capturing the budgets for new properties on Foresight and checking the captured Foresight budget against the budget provided by the
previous owner/managing agent.
• Updating the Foresight working budget projection on MRI on a monthly basis between the 6th and the 12th of each and every month.
• Updating the notes on the Income Variance Report (SP_INCVAR) between the 6th and the 12th of each and every month.
• Preparing the draft annual standard budgets for a property on MRI a minimum of 60 days before the financial year-end.
• Ensuring that the annual standard budgets are approved by the owner a minimum of 30 days before the financial year-end.
• Update the draft annual standard budget on Foresight as per the budget approved by the owners and copying the standard budget into the
working budget between the 6th and the 12th day of the last month of the financial year.
• Report to the client, on a monthly basis, on the financial performance of each property against budget, including reporting on tenant mix,
vacancies, leases concluded, future lease renewals, incomplete leases and general maintenance.
• Review operating costs/m2 against IPD benchmarks, including review of trading densities, feet count, recoveries versus expenditure, year
on year growth in income and expenditure, etc.
Repairs & Maintenance
• Carry out regular inspections of the properties including inspection of refurbishments and tenant installations.
• Authorise the appointment of contractors in accordance with the clients’ procurement policies and as per the Facilities Manager’s
recommendations (where applicable).
• Daily management of the service providers – i.e. cleaning, security, repairs and maintenance, etc.
• Ensure that all maintenance items are attended to timeously and that Work Orders are issued by the Property Administrator for all work done
• Review arrears with the Debtors Administrator on a weekly basis and provide guidance where required in terms of follow-up procedures.
• Review status of debtors that have been handed over to the attorney and meet with the attorneys on a monthly basis.
• Request accountant to accrue for payments where invoices have not been received timeously before month-end close-off.
• Check and authorise payment requisitions within 1 day of receiving the payment requisition for authorisation.
• Ensure that first release of creditor payments on FNB Online Banking is completed by 16h00 on the Wednesday of each week.
• Follow up with Creditors Administrator to ensure that all payments are processed timeously before month-end close-off.
Attend to client and tenant requests or queries within 24 hours.
Only Applications with the Key Qualifications and Experience Requirements will be considered for shortlisting
CLOSING DATE : 13 March 2020