Job Description
POSITION PURPOSE

• Responsible for the management of a Retail Shopping Centre.
• Ensure investment growth and maximum income of Centre and Properties through effective management and asset control.
• Develops related budgets, prepare monthly forecasts, prepares management packs for Clients, manage management meetings, oversees leasing contracts, procures services, handles third party service contracts, capital expenditure 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

Assumes responsibility for the effective operations management of Centre and Properties and facilities.

Centre and Property Management

• Keeps abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlord’s strategies
• Attends meetings / functions related to successful operation of Centre i.e. SAPOA, CJP etc.
• Devises a five year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the Portfolio Executive
• Investigates/initiates proposals for refurbishments
• Maintains a hands-on control of projects in hand
• Reviews the building status/grade annually and maintain the standards within those grade

Clients Reporting

• Provides accurate information to clients according to agreed format timeously
• Prepare and Manage monthly management meetings
• Analyses of monthly income /expenses
• Monitors turnover rentals
• Analyses of operating costs on a quarterly basis in terms of the approved forecasts
• Monitors of all municipal recoveries (and general recoveries) on a monthly basis

Planning And Budgeting

• Prepares and completes budgets by December each year
• Completes of forecasts timeously
• Reviews rental quarterly and ensure best possible rate achieved and maintained
• Assists in formulation of business plans for the unit
• 5 Year budget – preparation and control
• Quarterly review and monitoring results

Quarterly Expenditure / Analysis

• Sets and motivates Capex /TI philosophy per building in consultation with client
• Approves TI standard specification as recommended by the Project Manager
• Approves Capex within authority limits
• Ensures we conform to Capex philosophy and procedures
• Estimates new operating costs
• Ensures recovery of operational costs in accordance with Lease terms

Debtors and Creditors Management

• Undertakes interaction meetings with Debtors, to ensure appropriate action taken and approve legal action
• Credit Control. Responsible for Management:
• Arrears
• Legal action
• Write-offs

Parking Management

• Attends monthly / ad hoc interaction meetings all parkades
• In conjunction with the responsible person for parking, maintains accurate control of “in house” operated parkades

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

New Tenants

• Determes and recommends letting mandates (i.e. rental levels, installation cost etc)
• Undertake lease negotiation and maintenance of tenant relationships
• Controls new leases and recordal of same
• Oversee Lease Administration
• Controls / oversees new installations (through technical manager where appropriate) including:
• Premises design
• Negation/liaison/control with/of professionals and contractors
• Sign off acceptance of complete premise

Existing Tenants

• Reniews Lease Agreements both direct and through Building Management where applicable
• Oversee Lease Administration
• Tenant liaison and public relations
• Controls/arranges centre promotions through merchants association/s or promotion committee/s
• Regular assesses tenants’ turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties

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

Financial Management

• Monthly financial statements
• Monthly management reports
• Accurate budgeting and reporting

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

Public relations and Marketing

• Establishes and maintains sound public relations
• Attracts people to the centre
• Advertising Materials
• Motivates and assists tenants to improve their services
• Oversee Marketing of the Centre
• Grow Non-GLA Income and find opportunities hereof

Assumes responsibility for the effective repairs and maintenance of the centre and Property

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

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

Assumes responsibility for the effective management reporting and records.

• Oversees 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
• Monitor monthly management reports
• Assess and report on monthly performance against budget

Assumes responsibility for ensuring professional business relations with tenants, suppliers, 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 Centre 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.
• Ensures that staffing levels are appropriate.
• Interviews, hires, and assigns personnel as necessary.

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.
• Weekend work required – as per roster

PERFORMANCE MEASUREMENTS

• Good communication and coordination exists with departments. Assistance is provided as needed.
• Senior Management is appropriately informed of area activities and of any significant problems.
• Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.
• Company facilities are well maintained and secure and meet the needs of the Company.
• Centre and Property operations are efficiently and cost effectively administered.
• Current and Property and future Centre and Property needs are well planned and budgets are established and maintained.
• Effective business relations exist with vendors, contractors, and trade professionals.
• Be able to manage and lead a team efficiently and lead the SA Corporate Western Cape Portfolio of Centres and Properties.

EDUCATION/CERTIFICATION:

• Matric.
• Additional related maintenance, Centre and Property management training preferred.
• Diploma/Degree in Business Management/Property Management Related Property Courses
• Must hold a Valid FFC

REQUIRED KNOWLEDGE:

• Excellent understanding of Centre and Property management procedures.
• Knowledge of budgeting, service contracts, and leasing agreements.

EXPERIENCE REQUIRED:

• Seven or more years of related experience, with at least five 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.

Closing Date: 23 June 2025