Key Performance Areas:

1. Work with Regional Managers and Portfolio Managers to assess and co-ordinate training needs of Property Management staff, and implement company-wide skills training tailored to specific user groups in the following systems;
1.1 NOVTEL Property Management system.
1.2 NOVTEL Relations system.
1.3 Procurement Protocols, Tender Documents and Service Level Agreements for various Service Provider tenders.

2. Monitor the performance and adherence to existing company policies by specific users who are working with the following systems and functions.

2.1 The NOVTEL Property Management system.
2.1.1 Capturing of tenant contracts.
2.1.2 Raising of security deposits.
2.1.3 Capturing tenant and occupants’ details.
2.1.4 Capturing or importing of service charges.
2.1.5 Capturing of complaints and Works Order Requests.
2.1.6 Capturing of Works Orders issued to service providers.
2.1.7 Running monthly Interest on tenant deposits.
2.1.8 Running monthly Interest on tenant arrears
2.1.9 Capturing of receipts on bank statements from tenants on a daily basis.
2.1.10 Perform monthly rent roll and compare to prior month rent roll.
2.1.11 Generating monthly variation reports.

2.2 The NOVTEL Relations system.
2.2.1 Capturing of Application Forms and supporting documentation.
2.2.2 Capturing signed Lease with tenant.
2.2.3 Capturing all communications regarding rental increases, housekeeping issues, arrears rental and anti-social behaviour verbal, sms, E-mail and letters with tenant.
2.2.4 Capturing all communications with attorneys regarding collection, evictions etc.
2.2.5 Capturing and recording of tenants statuses in the eviction process.

2.2 Procurement Protocols, Tender Documents and Service Level Agreements for various Service Provider tenders.
2.3.1 Security Service Providers.
2.3.2 Cleaning Service Providers.
2.3.3 Gardening Service Providers
2.3.4 Maintenance Service Providers.

3. Audit systems and adherence with procedures on a periodic basis to ensure the integrity of the data in the system. (soft copy and hard copy, by means of site visits). Auditing to include checking of;
3.1 Application process
3.2 Rental invoicing and receipting
3.3 Maintenance process
3.4 Legal process
3.5 Tenant take on process
3.6 Tenant exit process

4. Verify and provide support to managers and staff with respect to company policies and procedures to ensure that procedures (including tendering) follow policy guidelines.

5. Assessing adequacy of existing systems and interact with managers and external specialists in order to address any problems detected in the following areas;
5.1 NOVTEL Property Management system.
5.2 NOVTEL Relations system.
5.3 Standard Operating Procedures, Procurement Protocols, Tender Documents and Service Level Agreements for various Service Provider tenders.

6. Standardize the production of company operational and progress reports for management on a monthly basis, and train staff if possible to do so if / when required. Audit and ensure the integrity of these reports.

7. Provide guidance and support to the Regional Managers with the implementation of Annual Rental Increases and Door Rentals, and ensure Standard Target Market and Main Target Market goals are met as required.

8. Design a common Folder System / approach for all Regional Operational areas to ensure that;
8.1 Standard Lease Agreement Templates for each Project are located on File Server and used until a new version is vetted and in place.
8.2 Payment Requests Templates for each Project are located on File Server and used until a new version is vetted and in place.
8.3 Insurance Claim Templates for each Project are located on File Server and used until a new version is vetted and in place.
8.4 Insurance Claim submitted and settlements agreements for each Project are located on File Server and used until a new version is vetted and in place.
8.5 Completed Rental Application forms and supporting documentation like ID’s, Payslips, Bank Statements, Debit Order Forms, Affidavits etc are filed in a filing cabinet for each project until it is approved when it should then be scanned and saved on NOVTEL Relations.
8.6 Completed and signed Lease Agreements are filed in a filing cabinet for each project and scanned and saved on NOVTEL Relations.

9. Drive innovation in the company, work with managers and staff to improve current procedures, policies and systems.
9.1 Work with managers to create and implement new managerial strategies in order to improve staff performance and satisfaction, thus improving company efficiency.
9.2 Work with NOVTEL developers to develop and enhance the current Property Management system s for company growth.
9.3 Work with external specialist to implement new systems and processes. E.g at the Gate Access Control system.
9.4 Work with management team to improve operational cost efficiencies.



Other operational functions:

Monthly operational reports property management systems manager

Deposit interest moving to regional /portfolio managers
Interest on arrears stays with property management systems manager

Durban payments + signing leases moving to portfolio manager within 1 month
Oversight, support and guidance (in day-to-day operations) will probably stay with Kash, who will monitor time used and push back if necessary!

Fixing historical errors (Eg: Deposits) issue by issue decision, probably regional managers with involvement of property systems manager


ROLE REQUIREMENTS

QUALIFICATIONS AND EXPERIENCE
• Bachelors Degree or equivalent is preferable.
• At least 5 years administrative experience is required.
• 5 years experience in housing/property management is preferable


TECHNICAL KNOWLEDGE AND SKILLS
• Gather and analyse information (Advanced)
• A high level of computer literacy is essential, including;
• Excel at an advanced level
• Pastel at an intermediate level
• Sequel at a basic level an advantage
• Property management systems an advantage

MANAGEMENT SKILLS
• Project Management (Basic)
• Planning and organising (Basic)
• Problem Solving (Intermediate)
• Networking (Basic)