Job Description

Applicants are welcome to apply internally directly to the below link by no later than 28/08/2023.

Should your application be short-listed, you will be contacted for an interview and/ or a psychometric assessment. If you have not received an invitation to attend an interview by 31/08/2023, please consider your application unsuccessful.
Position Overview

1. Energy & water monitoring

• Daily monitoring of the web interface for high water consumption.

• Daily monitoring of the web interface of the PV system to ensure the same is operational.

• Daily monitoring of the web interface for high electricity consumption.

• Monthly motoring of the water recycling plants.

• Take appropriate action based on the findings of the above-mentioned items.

• Prepare a monthly report on energy & water consumption.

• Liaise with Risk and Sustainability department on any queries they might have regarded MSMS reporting.

2. Filing

• Title Deeds:

• Ensure that all original title deeds are kept safely.

• Management and control of the original title deeds.

• Collection of title deeds when properties are purchased.

• On sale of properties title deeds to be submitted to the transferring attorneys

• Audit the title deeds every six months.

• Prepare a monthly report on the status of the title deeds, with follow up and action required comments.

• Compliance documentation:

• Maintain the master plan files (electronically & physical) in an up-to-date state.

• Obtain missing compliance documentation.

• Prepare a monthly report on the status of the compliance documentation.

• Project files relating to new developments, alterations and/or maintenance projects:

• Maintain the project files (electronically & physical) in an up-to-date state.

• Motus Shared Drive:

• Establish a filing protocol system.

• Review and rename all scanned documents. Same to be filed appropriately.

• General:

• Assist operations with requests for copies of documentation.

3. Property Database

• Maintain the database so that it is up to date prior to each month end.

• Produce and distribute regular and ad hoc reports from the database.

• Identify potential upgrades to the system.

• Utilise and act on system follow-ups.

Specific Role Responsibilities

4. Maintenance

• Develop and manage a maintenance programme for all owned and leased premises.

• Schedule maintenance inspections and distribute reports and liaise with the relevant stakeholders.

• Follow-up that maintenance has been done by dealerships.

• Monitor dealership maintenance provisions and assist the finance department where necessary in sorting out maintenance provisions.

• Develop and maintain a list of xe2x80x9capprovedxe2x80x9d maintenance contractors for each of the main regions, in conjunctions with the procurement department.

5. Valuations

• Ensure that properties are valued every 3 years.

• Property valuations vs Municipal valuations to be compared and addressed with relevant municipalities.

• Log queries if valuations are inconsistent with the municipal and market value.

• Follow up on queries logged.

6. Miscellaneous

• Carry out miscellaneous assignments and activities as assigned from time to time.

• Assist with the preparation of the Property Committee Meeting Pack.

• Attend to preparing meeting minutes when required.

7. Municipal accounts

• Liaison with Council and/or Service provider to:

• Resolving account queries.

• Opening and closing of municipal accounts.

• Prepare a monthly report on the status of the municipal accounts.

Qualifications and Experience

8. Competencies

• Appropriate tertiary diploma or degree, which should include accounting and legal subjects or appropriate work experience for the position.

• Ideally the person will have worked in a property administration environment, or a legal environment related to property or an accounts/administrative environment.

• Be in possession of a driverxe2x80x99s license and willing to travel.

Skills and Personal Attributes

8. Competencies

• Be computer literate and have experience in the use of Microsoft Word, Excel, and Outlook.

• The person must have an analytical competence and be able to relate adequately to a wide variety of people including directors, dealer principals/general managerxe2x80x99s property brokers and developers, architects, quantity surveyors, engineers and motor manufacturer representatives and dealer planning staff.

Motus