Operations Support (Cape Town)

SUMMARY:
Professionally and effectively, and in accordance with specific policies and procedures, administer and manage portfolio

POSITION INFO:

KPAs and KPIs

Administration of Portfolio

• Professionally and effectively, and in accordance with specific policies and procedures, administer and manage portfolio in respect of:
• Processing and filing of pertinent correspondence, documentation, drawings, task briefs, reports, etc.
• Processing of internal & external written and telephonic communications.
• Formulation of monthly Technical Services reports, task briefs and expenditure applications.
• Effectively utilize, control computer software programs essential for the professional management of building assets, repairs, and maintenance operating costs
• Professional and efficient utilization of internal & external human resources by; Evaluation and recommendations in respect of Approved Contractors list
• Attendance and full participation in the following;
• Property Management meetings
• Development Project meetings
• Service Provider liaison meetings
• Internal and external training courses & seminars
• Services Management Meetings
• Professional and efficient application of human resource and industrial relations procedures and principles (Labour Relations Act)
• Implementation and utilization of the Company Policies and Procedures, Technical Specifications and Terms and Conditions of Contract documentation
• Procurement – implement and manage the procurement process on National bases.
• Co-ordinate and manage the auditing process on the various clients’ portfolios.
• Submit tenders for new business.
• Compile and submit proposals for new business.
• Control and manage documentation handover for New Developments / upgrades.
• Manage, document, and record all electrical compliance Certificates for the respective portfolios and file all original certificates.
• To ensure that major expenses are effected as per budgeted date to avoid variances and to keep working budgets up to date.
• General correspondence to keep Centre Management, Property Managers, Building Staff and Tenants informed of work to be affected.
• To ensure that contracted services and work are effected as per service agreement.
• Provide Asset Managers, senior Property, Regional and Asset managers with related reports when required.
• Attend monthly Portfolio meetings with GM and Asset Managers as to report on variations.
• Assist Property Services Manager and Building Staff with day-to-day maintenance related problems experience at the properties.
• To comply with the Company Procurement Policy and other policies.
• To assist the General Manager with services contract audits on an annual basis or as required or requested.
• To assist the General Manager in the compilation of expense schedules, ops cost schedules, and national rates.
• To ensure that office and building staff shortfalls with regards to training, performance and quality of work is continuously noted and discussed with the General Manager

Financial Budgeting and Cost Control

• Assist the General Manager with professional, efficient and accurate formulation, management and control of financial budgets and budget expenditure in accordance with Policies & Procedures in respect of; Annual building asset Repairs & Maintenance budgets (zero based).
• Annual evaluation and updating of planned maintenance budgets.
• Planning, controlling and management of approved budgets in respect of:
• Repairs & maintenance budget and expenditures
• Planned maintenance budgets.
• Facilities Management cost allocation and recovery and budgeting
• Order and invoice expediting, approval & ongoing communication.
• Accurate evaluation & adjudication of Tenders/Quotations.
• Application of Expenditure & Authority Limits Procedures and Policies for various clients.
• Provide the company development department with Operating Cost Budgets for new developments.

Technical Support and Service

The provision of competent Technical Services support to all Customers in respect of:

• Attendance at the required property Letting, Investment, Development, Financial & Technical meetings.
• Effective involvement and participation in new developments, revamps, TI’s, inspections, handovers, etc. as requested/ required by development/Property Departments
• Daily and timeous liaison and feedback to all Customers in respect of deficiencies, scope of work, service requests, plant performance, etc.

The provision of competent Services support to all external customers and service Providers in respect of:

• Effective and timeous liaison with clients & follow-up action
• Effective & timeous liaison with Service Providers in order to ensure, on and off-site, query resolution and the rendering of the best service.
• Fair and equitable utilisation of Service Providers in terms of the Company Properties’ Policies and Procedures.
• Effective liaison with local authorities & Government Departments, on and off-site

Maintenance of Building Assets

• In accordance with each building asset’s official investment strategy and the compay’s minimum benchmarks, maintain buildings efficiently, effectively, and financially optimally in respect of:
• All mechanical, plant, machinery, and equipment
• All HT and LT electrical reticulation & related equipment and machinery.
• All aspects of civil & structural elements of the building asset fabric.
• All electronic security access & fire control systems and associated plant, machinery, and equipment.
• All garden reticulation equipment & associated plant and machinery
• All lifting equipment, lifts, escalators & passenger conveyors and associated electrical reticulation, plant, machinery, and equipment.
• Conduct annual building condition audits on all triple-Net buildings in the portfolio.
• Carry out building due diligence surveys for internal and external clients.

SKILLS AND COMPETENCIES ESSENTIAL TO THE POSITION

Business

• Very strong communication skills.
• Innovative thinking and ability to follow process.
• Dynamic and enthusiastic.
• The ability to interact professionally with tenants and landlord.
• Competent time management skills.
• Be deadline driven.

Human Capital

• Transparency.
• Reliability.
• Positive Attitude and highly motivated.
• Lead by example.
• Assertive and effective communication.
• Sensitive to client and staff requirements and problems.
• Ability to create a professional office environment.
• Organization and planning skills.
• Demonstrate strong moral values, empathy, passion, career aspirations, and positive living.

QUALIFICATIONS AND EXPERIENCE

• Grade 12 (Matric), Relevant Diploma or Degree in Property Studies
• A minimum of 1-3 years’ Property experience.
• Experience on Excel will be advantageous.
• Strong Proficiency in relevant computer packages (MS Office) and software packages.
• Excellent attention to detail and numerate accuracy.