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The passion for developing people and the need for organizations to identify these potentials by putting in place the right structures, processes and systems in ensuring individuals operate at optimum birthed HReade Limited. At HReade we focus on businesses and people. These two, we believe, must coexist for goals to be actualized. We begin with identifying what a company wants to achieve in the short, medium and long term and then identify the "right” people doing the "right” jobs with the "right” processes and systems. In today’s competitive business environment, it is not just about having the best technologies, ideas or business plan but most importantly, having the "right” people. HReade is a human resource consulting firm which adopts a collaborative approach in ensuring our Clients build competitive advantages through their people thereby increasing value for stakeholders and customers.
Reports To:
- Admin Manager, All Directors
ESSENTIAL JOB FUNCTIONS
- Manages office filing system;
- Responsible for monitoring and replenishing stock level of office materials such as paper, toner, office pins, folder etc;
- Coordinates overall administrative activities for the department.
- Keep updated records and files and maintain financial sheets with office expenses and costs.
- Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image;
- Ensures that the front office environment is kept in good condition through effective supervision of personnel in charge of cleaning
- Answering/dialing calls, transferring them to relevant persons, taking messages and passing them to the concerned person
- Receiving and delivery of office mails
- Receiving and directing visitors to appropriate office
- Ensure timely delivery of office supplies for the entire staff in accordance with company purchasing policies and budgetary restrictions
- Responsible for receiving and attending to guest’s needs
- Assists in the coordination of overall administrative activities for the office
- Assist with drafting of letters;
- Carries out secretarial duties for the departmental Directors, as directed.
- Participates as needed in special department projects.
- Take up other duties as assigned (travel arrangements, appointment schedules, liaison with our bankers etc.)
- Acting as a liaison between clients and executive staff.
EDUCATION:
Bachelor’s degree in any field from a reputable and accredited University
KNOWLEDGE REQUIREMENT
- Very good use of Microsoft Office package.
- Familiarity with the use office machines (e.g. Scanner, printer, photocopier etc.)
- Thorough knowledge of customer service, office management and basic book keeping procedures.
SKILLS REQUIREMENTS:
- Working with people
- Presenting and Communicating Information
- Good Interpersonal skills
- Time Management skills
- Ability to multitask
- Organizational skills
- Detail Orientation and analytical
- Knowledge of office management
- Deciding and Initiating Action
- Following instructions and procedures.
WORK EXPERIENCE:
At least 1-3 years proven experience as Admin/Front Desk officer or relevant position.
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Division/Department
Facility Operations
Reports To
Centre Manager
ESSENTIAL JOB FUNCTIONS
- Draft, prepare control and seal leases
- Capture and process lease agreements using in-house software;
- Prepare, cancel and amend lease agreements, addenda and surety ships
- Handle options for renewals and bank renewals
- Work with related departments to ensure proper coding of all departmental lease agreements
- Maintain regular contact with other departments to obtain information and/or to correct transactions
- Attend to visitors and provides enquires to guests
- Manage the reception area to ensure effective telephone communications internally and externally to maintain professional image
- Receive and direct guests, clients and other visitors to appropriate office
- Attend to and ensure prompt response to all inquiries
- Delivery and receiving of in-coming and out-going mails to and from respective clients
- Ensure that work area and environs are clean, secure, and well maintained
- Assist Portfolio Management personnel as needed
- Keep management informed on area activities and any significant problems;
- Attend and participate in meetings
- Ensure that work area is clean, secure, and well maintained;
- Complete special projects as assigned
- Notify staff dealing with parking of new/renewed parking bays of lease agreements;
- Prepare monthly reports, tenant liaison, portfolio liaison, and check daily processed work of co-workers.
- Any other duties related to loading and processing.
EDUCATION:
Bachelor’s degree in Law or Social Sciences
TECHNICAL REQUIREMENTS:
Good understanding of “Legal leases”
KNOWLEDGE REQUIREMENTS:
- Computer proficiency
- Knowledge in lease management
- Knowledge of office administration
SKILLS REQUIRED:
- Presenting and communicating skills
- Working with people
- Analyzing
- Planning and organizing
- Applying expertise and technology
WORK EXPERIENCE:
At least two years experience in an administrative role.
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Division/Department
Facility and Property Management
Reports To
Properties, Senior Manager
| ESSENTIAL FUNCTIONS AND BASIC DUTIES |
1. Assumes responsibility for the effective operations management of property and facilities.
a. Property Management
- Keep abreast of market activities in respect of tenant movement, new developments, major vacancies and other landlord’s strategies.
- Attend meetings / functions related to successful operation of property.
b. Asset Management
- Control/schedule/implement regular preventative maintenance program in line with budget constraints
- Motivation of refurbishments, major repairs as appropriate and monitors progress
- Attend site meetings with contractors in respect of maintenance/expansion of projects
- Inspection / enforcement of tenant responsibilities during and on termination of lease terms
- Liaison with appropriate Government, Provincial and/or local authorities
c. Client Reporting
- Provide accurate information to client according to agreed format timeously
- Analysis of monthly income /expenses
- Monitoring of turnover rentals
- Analysis of operating costs on a quarterly basis in terms of the approved forecasts
- Monitoring of all municipal recoveries (and general recoveries) on a monthly basis
d. Planning And Budgeting
- Preparation and completion of budgets by January each year
- Complete of forecasts timeously
- Review rental quarterly and ensure best possible rate achieved and maintained
- Assist in formulation of business plans for the unit
- 5 Year budget – preparation and control
- Quarterly review and monitoring results
e. Quarterly Expenditure / Analysis
- Set and motivate capex /TI philosophy per building in consultation with client
- Approve TI standard specification as recommended by the Project Manager
- Approve capex within authority limits
- Ensure we conform to capex philosophy and procedures
- Estimate new operating costs
- Ensure recovery of operational costs in accordance with lease terms
f. Building Management
- Devise a five year maintenance plan including allowances for provisions or depreciation where applicable (annually) for submission to the Assistant General Manager / Director
- Investigate/initiate proposals for refurbishments
- Maintain a hands-on control of projects in hand
- Review the building status/grade annually and maintain the standards within those grade
- Ensures compliance with legal regulations.
g. Debtors Management
- Monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and approve legal action.
h. Credit Control
- Responsible for management: arrears, legal action and write-offs
i. Parking Management
- Monthly / ad hoc interaction meetings all parkades
- In conjunction with the responsible person for parking, maintain accurate control of “in house” operated packages.
j. Tenant Manager
- Deal with correspondence / interaction with tenants as required.
- Ensure that leases are timeously renewed and all vacant space is let and in a presentable state.
k. New Tenants
- Determination and recommendation of letting mandates (i.e. rental levels, installation cost etc)
- Lease negotiation and maintenance of tenant relationships.
- Control of new leases and recordal of same
- Control / oversee new installations (through technical manager where appropriate) including:
- Premises design
- Negation/liaison/control with/of professionals and contractors
- Sign off acceptance of complete premise
l. Existing Tenants
- Renewal of Lease Agreement both direct and through Building Management where applicable
- Tenant liaison and public relations
- Control/arrangement of center promotions through merchants association/s or promotion committee/s
- Regular assessment of tenants turnover, stock turn and merchandising to establish both growth needs and/or trading difficulties.
m. Expense Control
- Check and authorize payment of accounts
- Authorize cleaning, consumables, electrical and general maintenance orders
- Control wage and salary allocation
- Control municipal payments and recoveries there against
- Ensuring cost effectiveness and performance of contractors
2. Assumes responsibility for the effective maintenance and reporting of financial 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
3. 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.
4. 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.
- Ensures that staffing levels are appropriate. Interviews, hires, and assigns personnel as necessary.
5. 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.
- Management is appropriately informed of area activities and of any significant problems. Required reports are accurate and timely. Suggestions for improved performance are provided
EDUCATION:
- Bachelor’s degree in Estate Management or any related field.
TECHNICAL REQUIREMENTS:
- Additional related maintenance and Property management training preferred.
KNOWLEDGE REQUIREMENTS:
- Finance ability,
- Great business acumen
- Excellent oral and written communications skills.
SKILLS REQUIRED:
- Entrepreneurship
- Strong problem solving skills.
- Creative thinking
- Excellent leadership abilities.
- Strong problem solving skills.
WORK EXPERIENCE:
Minimum of 7 years post graduation and relevant experience, 2 of which must be in a supervisory/managerial or equivalent capacity in a reputable organization.
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Division/Department
Property and Facility Management
Reports To
Centre Manager
ESSENTIAL JOB FUNCTIONS
- Assumes responsibility for the planning, development and implementation of effective operations management policies and planning.
- Assist senior management in developing short and long term goals and plans. Assist with long term budget projections.
- Executes established operational goals and ensures that corporate wide plans are complemented and supported.
- Assist in developing policies and procedures for Centre operations. Conducts periodic reviews of existing policies and procedures to ensure maximum efficiency.
- Assumes responsibility for the effective operations management of Centre and facilities.
- Coordinates and arranges third party services of maintenance contractors, suppliers, vendors etc. Deals with contractors on daily basis.
- Liaises with tenants with regards to operational problems
- Responds to emergency call outs.
- Day to day running and control of tenant complaints, security, air con ,cleaning, electrical, plumbing etc.
- Authorize invoices for payment and issues tender document
- Calculates operational cost for charge out to the tenants, ensure recoveries where appropriate
- Manages space planning. Ensure that the center layout will accommodate present and future operational and space requirements.
- Conducts periodic inspections of facilities, assesses problems and needs, and implements improvements in operations as appropriate.
- Coordinates maintenance activities. Ensures that the facilities are clean, well maintained, and in good repair. Directs preventive maintenance procedure as appropriate.
- Ensures that center operations are in compliance with established procedures, policies, regulations and codes.
- Assumes responsibility for the security of all the Centre facilities. Conducts scheduled inspections of security systems and implements improvements as necessary.
- Identifies security threats and develop action plans for the prevention of incidents.
- Establishes and maintains security systems for the center and tenants.
- Monitors shops and businesses and react on emergency calls.
- Establishes and maintain security information network
- Liaises with local authorities.
- Plans the manning of the center and mange guards on duty.
- Determines the needs for security systems and equipment.
- Communicates with tenants regarding security systems.
- Develops and implements security devices.
- Creates security awareness amongst staff, tenants and shoppers.
- Compiles budgets and control expenditure.
- Establishes emergency plans.
- Assumes responsibility for ensuring the efficient and cost effective administration of center operations.
- Develops and implement safety directives.
- Completes financial forecasting duties and generates and updates schedules for building expenditures.
- Ensures compliance with legal regulations. Completes regular HSE inspections and updates monthly reports as appropriate. . Ensure that HSE requirements are effectively implemented.
- Ensures that facilities operations are cost effective, efficient and within established budget constraints.
- Oversees the procurement of furnishings and equipment in accordance with budget planning.
- Researches vendors, contractors and suppliers to ensure that equipment and services are of acceptable quality, competitively priced and delivered on time.
- Ensures that all maintenance agreement and leases are current.
- Ensures that the billing discrepancies are promptly tracked and resolved.
- Assumes responsibility for ensuring professional business relations with vendor, 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 the personnel are well informed of changes in policies and procedures. Discuses 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 performances.
- Formulates and implement employee corrective actions as needed
- Ensures that staffing levels are appropriate.
- Assumes responsibility for related duties as required or assigned
- Ensures that work area is clean, secure and as well maintained
- Completes special projects as assigned
- Reports on operational expense, foot traffic, security incidents etc.
EDUCATION:
Bachelor’s degree in Mechanical Engineering or related field.
TRAINING REQUIREMENTS:
- Good knowledge of budgeting, supplier management, management processes, space planning, planned maintenance and staff management.
- Able to use all related maintenance equipment and network applications.
SKILLS REQUIREMENTS:
- Deciding and initiating action
- Leading and supervising
- Working with people
- Analyzing
- Relating and networking
- Persuading and influencing
- Presenting and communicating information
- Planning and organizing
- Delivering results and meeting customer expectation
- Entrepreneurial and commercial thinking.
WORK EXPERIENCE:
Minimum of 8 years work experience in similar role. With at least 3 years in supervisory position.
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