Job Description

Required:

• Grade 12 (Matric), additional related Property management training and/or maintenance building background preferred.
• Minimum of 2 - 4 yearsxe2x80x99 related experience.
• Student accommodation experience essential.
• Strong Proficiency in relevant computer and software packages i.e. MS Office
• Excellent understanding of Property management and student accommodation procedures.
• Knowledge of budgeting, service contracts, and leasing agreements.

Responsibilities:

Operations management of property and related facilities:

Assumes responsibility for the effective operations management of property and related facilities. * a) Student management

• Engage students on needs and evaluations.
• Formulate and/or advance standard procedures for dealing with a range of regularly occurring types of crises related to the care of students, housing facilities and services
• Assist with leasing process
• Assist with application process
• Assist with intakes/Vacate process
• Assist with site coordination
• Assist with compliance and conformity to house rules
• Assist with student life program
• Assist with event management
• Assist with inspection process
• Assist with key handover and register process
• Assist with student mentoring
• Assist with student files and information
• Assist with any other assistance required by management team

• Building management

• Maintain various management systems in student accommodation service offering
• Assist with building mutually beneficial relationships with all stakeholders of the residence
• Assist with management of all areas of residence
• Assist with management of repairs, revamps and refurbs including reporting
• Assist with management of conducting inspections, handovers and walkabouts
• Assist with management of OHS site compliance
• Assist with ensuring students adhere to policies
• Assist with asset register and assistance with compilation
• Assist with meter reading
• Assist with management sub-contractors
• Assist with management of site operations
• Assist with management of maintenance aspects, BMS and audits
• Assist with reactive and planned maintenance
• Assist with effective management of risk
• Assist with document storage facility secure

• Leases

• Assist with Negotiating certain leases/renewals as prescribed by manager, including parking bays
• Assist with preparing lease documents
• Assist with correct revenue stamping
• Assist with correct signatories in place
• Assist with records tracking of document until completion

• Reports

• Assists with ensuring that accurate student schedules are maintained for each building
• Assisting with vacancy schedule is updated and copied to each member of staff
• Assisting with the compilation and presentation of the above with the building financial details and general information, to form the monthly client report
• Assists with compilation of monthly management report pack
• Ensures that deadlines are met

• Financial

• Assists residence manager with all aspects on the income and expenditure annual budget conformance

• Student liaison

• Mentors students
• Ensure student information and file is up to date
• Checks prospective student details via credit bureau for adverse information
• Ensures that all relevant documents e.g. I.D. book/company registration etc is attached to the application
• Advises student within 24-hour period if their application is accepted or declined
• Confirms initial payment before the lease agreement is drawn up
• Advises Residence Manager xe2x80x93 arranges for signage/keys/parking disc etc.
• Amends vacancy schedule
• General

• Broker liaison
• Student correspondence
• Filing/ archiving
• Annual audit preparation
• Student complaints
• Contractor liaison

Maintenance and Reporting:

Assumes responsibility for the effective maintenance and reporting of financial records.

• Preparation of monthly, annual, and other management reports.
• Assesses and reports on monthly performance against budgets.
• Prepares and motivates consolidated monthly reports for submission to client

Professional Business Relations:

Provides leadership to assigned personnel through effective objective setting, delegation, and communication.

• Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures.
• Discusses areas needing improvement.
• Assigns and coordinates personnel.
• Directs daily operations.
• Identifies, develops, and implements training programs as appropriate.
• Conducts performance appraisals. Provides measurable feedback to assigned personnel and suggestions for improved performance.
• Formulates and implements employee corrective actions as needed.

Ad hoc:

Assumes responsibility for related duties as required or assigned.

• Ensures that the work area is clean, secure, and well maintained.
• Completes special projects as assigned.
• Reports on Operational expenses, foot traffic, security incidents etc.
• Public Relations: Assistance to the PR / Marketing functions

Advancing student accommodation:

Assumes responsibility for advancing the student accommodation offering.

• Participates in a variety of meetings, committees and teams to communicate information regarding services, programs, areas of opportunity, and information as appropriate.
• Participates in service model goal setting and planning, including short-term and long-term planning.
• Collects and analyzes a variety of data and information across various spectrums of the building as requested.
• Develops and strengthens co-operative relationships relevant University support departments.

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