Job Description

POSITION PURPOSE
Responsible for the management of the Centre. Ensure investment growth and maximum income of Centre through effective Centre management and asset control. Develops related budgets, oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Develops and implements departmental policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality at the least possible cost. Keeps Senior Management well informed of area activities and significant problems. Trains, directs, and appraises assigned personnel.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
1. Assumes responsibility for the effective operations management of Centre and facilities.
a. Centre Management
Keeps abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlords strategies
Attends meetings / functions related to successful operation of Centre i.e. SAPOA, CJP etc.
Assists with a five year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the Assistant General Manager / Director
Investigates/initiates proposals for refurbishments
Maintains a hands-on control of projects in hand
Reviews the building status/grade ongoing and advise the Senior Management regarding maintaining the standards within those grade
b. Client Reporting
Provides accurate information to client according to agreed format timeously
Analyses of monthly income /expenses and variance reporting
Monitors turnover rentals
Monitors of all municipal recoveries (and general recoveries) on a monthly basis
c. Planning And Budgeting
Prepares and completes budgets as required each year
Completes of forecasts timeously as required
Reviews market rentals quarterly and ensure best possible rate achieved and maintained as per agreed mandates
Assists in formulation of business plans for the unit
5 Year budget preparation and control or as required by the client
Quarterly review and monitoring results or as required by the client
d. Quarterly Expenditure / Analysis
Sets and motivates Capex /TI philosophy per building in consultation with client
Recommend TI standard specification
Recommend Capex requirements
Ensures we conform to Capex philosophy and procedures
Estimates new operating costs
Ensures recovery of operational and utility costs in accordance with Lease terms
e. Debtors and Creditors Management
Undertakes monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and recommend legal action
Credit Control. Responsible for Management:
- Arrears
- Legal action / liasing with attorneys / management as required
- Motivate Write-offs to senior management / client
f. Parking Management
Attends monthly / ad hoc interaction meetings all parkades where applicable
In conjunction with the responsible person for parking, maintains accurate control of in house operated parkades
g. Tenant Manager
Deals with correspondence / interaction with tenants as required
Ensures that leases are timeously renewed and all vacant space is let and in a presentable state
h. New Tenants
Determines and recommends letting mandates (i.e. rental levels, installation cost etc) for approval
Undertake lease negotiation and maintenance of tenant relationships
Controls new leases and recordal of same
Controls / oversees new installations (through technical / operations manager where appropriate) including:
- Premises design
- Negation/liaison/control with/of professionals and contractors
- Sign off acceptance of complete premise
i. Existing Tenants
Renews Lease Agreements in accordance to mandate
Tenant liaison and public relations
Controls/arranges centre promotions through merchants association/s or promotion committee/s or marketing funds
Regular assesses tenants turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties
Monitor and compile foot traffic reports
j. Expense Control
Checks and authorises payment of accounts
Authorises cleaning, consumables, electrical and general maintenance orders
Controls wage and salary allocation
Controls municipal payments and recoveries there against
Ensures cost effectiveness and performance of contractors
k. Financial Management
Monthly financial statements
Monthly management reports
Accurate budgeting and reporting
l. Operating costs
Calculates operating costs for charge-out to tenants
Ensures recoveries as appropriate
Tenant mix i.e. what business should be established / recommended
Networking with tenants, public, external organizations
Issues tender documents
m. Expense control
Checks and approves payment of accounts
Controls cleaning, consumables, electrical and general maintenance
Controls municipal payments and recoveries there against
Ensures effective performance of contractors
n. Customer liaison
New Tenants
Lease negotiation
Maintenance of tenant relationships
o. Public relations
Establishes and maintains sound public relations
Attracts people to the centre
Control of Advertising Materials
Motivates and assists tenants to improve their services
2. Assumes responsibility for the effective repairs and maintenance of the centre.
a. Asset Management
Controls/schedules/implements regular preventative maintenance program in line with budget constraints
Motivation of refurbishments, major repairs as appropriate
Attends site meetings with contractors in respect of maintenance/expansion of projects
Monitors progress
Inspection / enforcement of tenant responsibilities during and on termination of lease terms
Liaises with appropriate Government, Provincial and/or local authorities
Responsible for Compliance of OSH Act
b. Maintenance
General Maintenance of Buildings and premises
All electrical, electronic, mechanical and air conditioning equipment
Complies with the O H S act and all other statutory requirements
3. Assumes responsibility for the security of all the Centre facilities. Conducts scheduled inspections of security systems and implements improvements as necessary.
a. Occupational health and safety
The development of security action plans, systems and directives
The management of security guards on shift
The establishment and maintenance of an emergency preparedness programme
The training of Maintenance and Security personnel in Occupation and Health Safety
Report security incidents to our management
4. Assumes responsibility for ensuring professional business relations with tenants, suppliers, contractors, and trade professionals.
a. Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc.
b. Acts as a liaison between the Company and external contacts.
c. Ensures effective coordination of external services with Company operations.
d. Obtains and conveys information as appropriate.
e. Promotes goodwill and a positive image of the Company.
5. Effectively supervises Centre personnel, ensuring optimal performance.
a. 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.
b. Assigns and coordinates personnel. Directs daily operations.
c. Identifies, develops, and implements training programs as appropriate.
d. Conducts performance appraisals. Provides measurable feedback to assigned personnel and suggestions for improved performance. Formulates and implements employee corrective actions as needed.
e. Ensures that staffing levels are appropriate. Interviews, hires, and assigns personnel as necessary.
6. Assumes responsibility for related duties as required or assigned.
a. Ensures that work area is clean, secure, and well maintained.
b. Completes special projects as assigned.
PERFORMANCE MEASUREMENTS
1. Good communication and coordination exists with departments. Assistance is provided as needed.
2. Senior Management is appropriately informed of area activities and of any significant problems.
3. Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.
4. Company facilities are well maintained and secure and meet the needs of the Company.
5. Centre operations are efficiently and cost effectively administered.
6. Current and future Centre needs are well planned and budgets are established and maintained.
7. Effective business relations exist with vendors, contractors, and trade professionals.
EDUCATION/CERTIFICATION:
Matric.
Additional related maintenance and Centre management training preferred.
REQUIRED KNOWLEDGE:
Excellent understanding of Centre management procedures.
Knowledge of budgeting, service contracts, and leasing agreements.
EXPERIENCE REQUIRED:
Five or more years of related experience, with at least two or more years of supervisory experience.
SKILLS/ABILITIES:
Excellent leadership abilities.
Able to organize, coordinate, and direct team activities.
Strong problem solving skills.
Good communications skills.
Able to use all related maintenance equipment and computer applications.

Skills Required