SUMMARY:
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POSITION INFO:
The purpose of this job is:
Responsible for the assisting in the management of the Property. Assist in ensuring maximum
income of the Property through effective property management. Assists in the development of
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. Implements departmental and
procurements 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 in compliance with procurement policy. Ensures student queries are attended to. Keeps
management well informed of area activities and significant problems.
Primary Duties and Responsibilities
Job Requirements:
Assumes responsibility for the effective operations management of Property and related
facilities.
- 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
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 – arranges for signage/keys/parking disc etc.
Amends vacancy schedule
- General
Broker liaison
Student correspondence
Filing/ archiving
Annual audit preparation
Student complaints
Contracter liaison
- 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
Assumes responsibility for ensuring professional business relations with vendors,
contractors, and trade professionals.
Works to develop and maintain productive business relations with vendors,
suppliers, contractors, etc.
Acts as a liaison between the Company and external contacts.
Ensures effective coordination of external services with Company operations.
- Obtains and conveys information as appropriate.
Promotes goodwill and a positive image of the Company.
Effectively supervises Property personnel, ensuring optimal performance.
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.
- Assumes responsibility for related duties as required or assigned.
Ensures that 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
- 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.
- Skills Essential to the Role
- Education/Certification: Matric.
- Additional related Property management training and/or maintenance
building background preferred. Student accommodation
experience essential.
- Required Knowledge: Excellent understanding of Property management and student
- accommodation procedures.
Knowledge of budgeting, service contracts, and leasing agreements.
- Experience Required: Four or more years of related 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.
- Additional skills: Ability to relate to student needs.
Technologically sound.
Ability to influence and guide.
