Jobs Open at City Property Administration (Pty) Ltd

Key Performance Areas (KPA’s)

To maintain the interior and exterior of properties.

1.      Conduct minor plumbing repairs as required.
2.      Conduct minor electrical repairs (e.g. fit a new light fitting, change the light bulbs, fix the plugs, etc.)
3.      Do paint work as required.
4.      Conduct general maintenance of the building including carpentry, painting, changing of locks, fixing door hinges, etc.
5.      Ensure that the building is maintained according to the CPA standards.
6.      Safe keeping of the tools assigned to them.

Working conditions:

• Indoors mostly however outdoors work also required. Working at heights will also be required. Carrying of heavy items may be required.
• Mobility required to move between buildings. Own travelling not required.

Requirements

Qualifications & Experience:

1.      Basic literacy and numeracy required.

2.      Tradesman certificate an advantage.
3.      At least 2 years’ handyman experience required, including plumbing, painting, and electrical work.

Skills & Knowledge Required:

1.      Basic knowledge of painting, plumbing, electrical work, and carpentry
2.      General DIY e.g. carpet fixing
3.      Basic Health & Safety knowledge
4.      Basic knowledge on the use of tools required to perform duties.
5.      Basic literacy and numeracy

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Adjustments to Tenant Accounts.

1.      Generate instructions (multi, single or CSV) to Data Capturers from RFI’s received once the account has been reconciled to ensure that the request is relevant.
2.      Generate instructions to charge LMR to tenant accounts as per schedule received from Utility specialist.
3.      Generate instructions to transfer deposits to rental accounts as per Tenant Diaries received from Supervisors.
4.      Prepare instruction to charge repairs to tenant accounts as per Vacate inspections received from Property Managers.
5.      Ensure that RFI’s are signed off by the correct parties and that the correct supporting documentation is attached.
6.      Ensure that Notice of Cancellation, Amendments and Re- instatements have been signed by the relevant parties.
7.      Ensure that Edit Tenant notes re the above have been updated on MDA.
8.      Check Consent to Transfer form to ensure that banking details on MDA are correct.

Finalizing Tenant Accounts.

1.      Calculate interest on deposit and credit to tenant accounts for vacating tenants.
2.      Reconcile tenant accounts and ensure that tenants have been charged correctly from start of lease.
3.      Ensure that final reconciliation and Vacate inspection is sent to FBI for tenants with a debit balance.
4.      Ensure that there are no job cards outstanding.
5.      If the tenant has another account with City Property, ensure that the correct Consent to Transfer form is obtained and the refund transferred to the new account.
6.      Complete the refund sheet and ensure that it balances with tenant’s account on MDA.
7.      Send refund pack to Portfolio and Property Manager to be signed as per SODA.
8.      Ensure that refunds are returned timeously from Portfolio and Property Managers and sent to Creditors to process the refund to the tenant.

Clearing Ex- Tenant credit balances.

1.      Inform Credit Control of incorrectly allocated receipts.
2.      Reconcile tenant accounts to determine balance and do necessary corrections to clear balance.
3.      Resolve queries on accounts before month- end.
4.      Ensure that all accounts with a vacate date older than three months have been cleared.

General administration.

1.      Ensure that instruction lists, and Instruction lists on Excel are kept up to date.
2.      Accuracy of correspondence.
3.      Timeous feedback on Tenant Diaries and Ex-Tenant lists.
4.       Attend to additional duties as allocated:

•  Assist with training of new employees (Internal and from other departments).
• Assist with incoming work when a team member is on leave/ off sick.

Working conditions:

• Mostly office based

Requirements

Qualifications & Experience:

1.      Matric required with accounting as a subject.
2.      2 years’ experience in an account environment required.

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Facilitate/Manage Tenant Renewals.

1.      Ensure existing tenant good standing are reviewed monthly for inclusion to renew their leases.
2.      Contact tenants timeously to conduct approved renewals and have them uploaded to MDA,
3.      Align renewal rentals with the budgeted/increased rental.
4.      Build and maintain strong relationships with tenants.

Provide support to the leasing process.

1.      Identify new competitors and offerings in neighboring buildings that could affect letting and vacancies at properties and communicate to relevant stakeholders.
2.      Ensure adherence to CPA quality standard.
3.      Provide support in finalizing the renewals within the portfolio.
4.      Ensure all information on buildings utilized by Leasing team and prospective tenants are correct.

Maintaining of Building Standards.

1.    Visit all vacant units as and when the unit becomes available to ensure that all vacant units are in a lettable condition.
2.    Complete and sign off monthly building inspection forms.
3.    Log jobs on repairs & maintenance system.
4.    Manage and monitor the job report accurately and timeously.
5.    Ensure that all inspection forms are completed and returned within 10 days of the vacate date.
6.    Facilitate processes and projects between Engineering, Projects, and Maintenance departments (i.e. scope, preparation, documents, plans, designs, etc.).
7.    Regularly visit the building to identify possible upgrades and new facilities.
8.    Relocate tenants to more suitable premises if required.

Management of financial elements.

1.      Provide input and manage the annual budget timeously and accurately.
2.      Report monthly on variances, accurately and in time.
3.      Review of arrears reports and support Credit Control department when necessary.
4.      Address utility queries.
5.      Ensure that the building staff allocation is correct on MDA, relative to the payroll report (Percentages only).
6.      Provide input and manage the budget expenses in the committed time frames.
7.      Review quotes and expenses to ensure effective spending in line with budget.
8.      Investigate and implement cost saving initiatives.
9.      Interact with the Accountants in terms of the rental forecast for the end of the Financial Year.

Ensure that all administrative functions are done timeously and accurately.

1.    Ensure that leases/renewals drafted by Leasing are accurate.
2.    Ensure that correspondence is sent to Filing for recordkeeping.
3.    Meet with the tenants and facilitate the signing of the new lease/renewal agreements where applicable.
4.    Follow up on outstanding leases/renewals for timeous upload to MDA.
5.    Take the corrective actions stemming from Portfolio Manager instructions as per monthly portfolio and other meetings.
6.    Attend the monthly portfolio meetings.
7.    Sign invoices for accuracy and reasonability.

Oversee the work of the Administrator and other subordinates.

1.    Mentor and coach, the subordinates as required.
2.    Make recommendations to the Training Department in terms of suitable in-house training courses and training needs.

Customer care and building of relationships.

1.    Portray a polite and professional attitude towards customers and contractors.
2.    Responding to customer queries within an acceptable time frame.
3.    Attend to customer care cases per the agreed upon SLA.
4.    Facilitate meetings with tenants to increase the interaction and build the relationship.
5.    Build and maintain working relationships with colleagues and service providers.

Working conditions:

• Office Based.  Regular travelling required. After hour calls and emergency assistance required.

Requirements

Qualifications & Experience:

1.      3 Year business/property (e.g. BSC Property Studies) related degree preferred.
2.      Estate Agencies Affairs Board Competency Certificate (NQF Level 4) required.
3.      3 Years of property management experience preferred.
4.      Code 08 Driver’s license required.

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Perform Financial tasks and duties associated with the role.

1.      Ensure that the budgets are prepared accurately and timeously.
2.      Monitor the current arrears.
3.      Monitor monthly budget and action when required.
4.      Compile monthly variance report.

Perform administration related functions.

1.      Issue and log jobs and use the Monitor jobs reports to monitor the work done.
2.      Authorize quotes and invoices.
3.      Compile monthly variance report.
4.      Ensure that the Repairs & Maintenance budgets are executed. 
5.      Price control in terms of invoicing.
6.      Manage and report on vacancies and status thereof.
7.      Monthly reporting on the Portfolio’s performance of the buildings (ClickView reports).
8.      Authorise RFI vacate instructions and final adjustments.
9.      Authorise deposit refunds and monitor and manage the deposit and refund process.
10.   Ensure that the coordination between all departments is smooth by managing the process.
11.   Manage the administration process.
12.   Ensure that the standardized letter and correspondence are issued and filed.

Perform operational tasks and duties associated with the role.

1.      Manage and monitor the various inspections conducted by the Property Manager.
2.      Manage and administer the customer services queries (CRM) in a timeous and effective manner.
3.      Identify buildings that require refurbishments.
4.      Chair monthly financial, team and building manager meetings.
5.      Contributing to the Sales & Marketing meetings to provide innovative ideas. 
6.      Identify implement strategies on how to improve poor performing properties were required.
7.      Make suggestions regarding poor performing properties and the strategies around that.
8.      Observe inefficiencies in the business and make suggestions to improve productivity.
9.      Build relationships with all stakeholders.
10.   Price control in terms of invoicing.
11.   Monitor the quality of workmanship of contractors. 

Staff management of the subordinates.

1.      Coaching & mentoring of the staff.
2.      Motivate and encourage the team members to perform effectively.
3.      Monitor and manage performance agreements twice a year.
4.      Identify and manage poor performance by developing an effective corrective plan.
5.      Provide constructive feedback to subordinates regarding their performance.
6.      Oversee the work of the subordinates and ensure that they do their work as required.
7.      Mediate the process between various parties when required to ensure that matters are handled effectively.
8.      Select and recruit suitable new staff members.
9.      Identify talent within the business and encourage development and retention of staff.

Provide an effective customer service function.

1.        Ensure that the team are providing high quality customer service levels by managing the queries in a prompt manner.

Working conditions

• Office Based.   Regular local travelling required within Gauteng province.   
• Own transport preferred. 

Requirements

Qualifications & Experience:

1.      Tertiary qualification in Property Management related qualification preferred.
2.      5-10 years’ property experience preferred.
3.      Estate Agencies Affairs Board Competency Certificate (NQF Level 4).
4.      Code 08 Drivers License required.
5.      3 years’ experience in staff management.

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Job Purpose

• Responsible for proactively executing all internal audit activities for the Company within good practice and standards, to ensure policy and legislative compliance, proper risk management and report on effectiveness of company operational initiatives.

Internal audit plan

1.      Execute the annual risk-based audit plan to ensure that all internal audit activities are in line with IIA (Institute of Internal Auditors) standards and that audits are conducted thoroughly and consistently.

Adherence to IIA

1.      Contribute to ensuring that a “generally conforms” rating is obtained when the external quality review is performed every five (5) years.

Execution of audits

1.      Perform the full audit cycle including operational performance (financial and non-financial), financial reliability and compliance with all applicable directives and regulations.
2.      Identify, evaluate, monitor, and report key audit activities, findings and relevant risk factors across the organisation to ensure continual effectiveness and efficiency of management policies, processes and procedures through management's response and implementation of audit recommendations.

Reporting

1.      Compile draft reports from findings identified through the execution of the key audit activities.
2.      Assist with the preparation of monthly internal audit status reports with Executive Management.
3.      Assist with the preparation of status reports to Audit Committee.
4.      Assist with the drafting of the audit report as part of the Annual Integrated Report to shareholders.

Working conditions:

• Mostly Office Based.  Limited Travelling will be required.

Requirements

Qualifications & Experience:

1.      Bachelor’s Degree in Internal Auditing required.
2.      CIA and IIA Registered required.
3.      At least 3 years’ experience in Internal Audit.
4.      Experience in property sector a plus.
5.      Experience with Power BI or similar tools preferrable.

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Manage the payment process to ensure that all municipal accounts are paid as well as timeous top up of pre-paid meters and council related queries.

1.    Ensure that copies of municipal accounts are obtained on a monthly basis two days prior to month end (i.e. the 3rd last work day of the month) to ensure that all accounts are paid.
2.    Make repeat payments on accounts not received from Council two working days prior to month end.
3.    Reconcile all accounts with opening balances.
4.    Reconcile accounts where SODA approval is required.
5.    Update the monthly payment register and ensure that it balances with MDA.
6.    Ensure that credit register is accurate and completed on the due date as per the deadline register (monthly).
7.    Ensure that the credit register balances with the MDA.
8.    Ensure that the initial top-up payment is made 48 hours after switch over notification is received from Council.
9.    Ensure top-up payments are made based on notifications received before supply is disconnected.
10. Ensure that the consumption derived from the pre-paid meter is in line with the consumption derived from the expense information received from the meter reading company.
11. Ensure that all estimated readings are logged at Council as per the prescribed timeframe.
12. Ensure that all Council related issues are logged accurately on CRM.
13. Follow up on outstanding Council issues from Council Liaison Officers and update notes accurately.

Manage recoveries process to increase profitability on buildings.

1.    Ensure that all tenant schedules are sent on the first working day of the month to the meter reading company.
2.    Ensure that all MDA imported errors are resolved.
3.    Ensure that all vacating and new tenants are correctly adjusted on MDA before batches are posted.
4.    Ensure that all last meter readings are correctly calculated and deleted from the import batches.
5.    Ensure that all MDA exception reports are printed, reviewed and tenants adjusted when required (to be done two days prior to billing run).
6.    Ensure that all metered recoveries are reviewed, approved and ready for posting two days prior to the billing run.
7.    Ensure that all MDA Exception reports are submitted for approval two days prior to billing run.

Manage tenant related queries.

1.    Ensure that all cases are logged for tenant and property queries received from Meter Readers and Property Managers.
2.    Ensure that the query details and follow ups are recorded accurately and in full on CRM.
3.    Ensure that all cases are resolved before the issue due date is received. 
4.    Ensure that due dates are extended when issues cannot be resolved before the due date.

Completion and balancing of the monthly unit schedule.

1.      Ensure all unit schedules are fully completed on the due date as per the deadline register.
2.      Review calculations and compare to detailed ledger to ensure that the unit schedule balances with the MDA general ledger.
3.      Explain any exceptions or variances on the unit schedule.
4.      Ensure completion of required information (e.g. reading dates etc.) on the monthly unit schedule.
5.      Ensure that additional checks between municipal reading versus Meter Reader are accurate.
6.      Ensure additional provisions are reviewed and only calculated in line with policies.
7.      Ensure additional provisions are analyzed regularly.  If query resolved, additional provisions can be reversed.

Working conditions:

• Mostly Office Based.  Own transport not required.

Requirements

Qualifications & Experience:

 1.     Matric qualification required.
2.      2 - 3 years’ relevant experience in utilities and basic bookkeeping/accounting preferred

go to method of application »

Manage the payment process to ensure that all municipal accounts are paid as well as timeous top up of pre-paid meters and council related queries.

1.    Ensure that copies of municipal accounts are obtained on a monthly basis two days prior to month end (i.e. the 3rd last work day of the month) to ensure that all accounts are paid.
2.    Make repeat payments on accounts not received from Council two working days prior to month end.
3.    Reconcile all accounts with opening balances.
4.    Reconcile accounts where SODA approval is required.
5.    Update the monthly payment register and ensure that it balances with MDA.
6.    Ensure that credit register is accurate and completed on the due date as per the deadline register (monthly).
7.    Ensure that the credit register balances with the MDA.
8.    Ensure that the initial top-up payment is made 48 hours after switch over notification is received from Council.
9.    Ensure top-up payments are made based on notifications received before supply is disconnected.
10. Ensure that the consumption derived from the pre-paid meter is in line with the consumption derived from the expense information received from the meter reading company.
11. Ensure that all estimated readings are logged at Council as per the prescribed timeframe.
12. Ensure that all Council related issues are logged accurately on CRM.
13. Follow up on outstanding Council issues from Council Liaison Officers and update notes accurately.

Manage recoveries process to increase profitability on buildings.

1.    Ensure that all tenant schedules are sent on the first working day of the month to the meter reading company.
2.    Ensure that all MDA imported errors are resolved.
3.    Ensure that all vacating and new tenants are correctly adjusted on MDA before batches are posted.
4.    Ensure that all last meter readings are correctly calculated and deleted from the import batches.
5.    Ensure that all MDA exception reports are printed, reviewed and tenants adjusted when required (to be done two days prior to billing run).
6.    Ensure that all metered recoveries are reviewed, approved and ready for posting two days prior to the billing run.
7.    Ensure that all MDA Exception reports are submitted for approval two days prior to billing run.

Manage tenant related queries.

1.    Ensure that all cases are logged for tenant and property queries received from Meter Readers and Property Managers.
2.    Ensure that the query details and follow ups are recorded accurately and in full on CRM.
3.    Ensure that all cases are resolved before the issue due date is received. 
4.    Ensure that due dates are extended when issues cannot be resolved before the due date.

Completion and balancing of the monthly unit schedule.

1.      Ensure all unit schedules are fully completed on the due date as per the deadline register.
2.      Review calculations and compare to detailed ledger to ensure that the unit schedule balances with the MDA general ledger.
3.      Explain any exceptions or variances on the unit schedule.
4.      Ensure completion of required information (e.g. reading dates etc.) on the monthly unit schedule.
5.      Ensure that additional checks between municipal reading versus Meter Reader are accurate.
6.      Ensure additional provisions are reviewed and only calculated in line with policies.
7.      Ensure additional provisions are analyzed regularly.  If query resolved, additional provisions can be reversed.

Working conditions:

• Mostly Office Based, with some traveling.  Own transport required.

Requirements

Qualifications & Experience:

1.      3-year business and/or property related qualification preferred.
2.      Estate Agencies Affairs Board Competency Certificate (NQF Level 4) required.
3.      3 years of property management experience preferred.
4.      Driver’s license required.