General Manager (Musgrave Centre) at Broll Property Group

Responsible for the management of the 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 Assistant General Manager / Director

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, including co-owned properties

Prepare and Manage monthly management meetings including co-owned properties

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 January 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 monthly interaction meetings with Debtors, Debtors Manager and Leasing to ensure appropriate action taken and approve legal action

Credit Control and responsible for management of Arrears, Legal action and Write-offs

Parking Management

Attends monthly / ad hoc interaction meetings for all parking areas

In conjunction with the responsible person for parking, maintains accurate control of “in house” operated parking areas

Tenant Relations

Deals with correspondence / interaction with tenants as require

Ensures that leases are timeously renewed and all vacant space is let and in a presentable state

New Tenants

Determines and recommends letting mandates (i.e. rental levels, installation cost etc.)

Undertake lease negotiation and maintenance of tenant relationships

Controls new leases and records 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 and sign off acceptance of complete premise

Existing Tenants

Reviews lease agreements both direct and through building management where applicable

Oversee Lease Administration

Tenant liaison and public relations

Controls/arranges centre promotions through merchant’s 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

Expense control

Checks and approves payment of accounts

Controls cleaning, consumables, electrical and general maintenance

Controls municipal payments and recoveries there against

Ensures effective performance of contractors

Oversee Expense administration

Customer liaison

New Tenants

Lease negotiation

Maintenance of tenant relationships

Existing Tenants

Reviews lease agreements in line with pre-determined letting mandates

Tenant liaison and public relations

Plans, coordinates and controls centre promotions

Records tenant turnover levels

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 and Properties

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 security of all the Centre and Property facilities. Conducts scheduled inspections of security systems and implements improvements as necessary.

Occupational health and safety

The development of security action plans, systems and directives

The management of security guards on shift

The establishment and maintenance of an emergency preparedness programme

The training of Maintenance and Security personnel in Occupation and Health Safety

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.

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.

QUALIFICATIONS

Education/Certification: Matric

Additional related maintenance, Centre and Property management training preferred

Diploma/Degree in Business Management/Property Management

Related Property Courses

REQUIRED KNOWLEDGE

Excellent understanding of Centre and Property management procedures

Knowledge of budgeting, service contracts, and leasing agreements

EXPERIENCE REQUIRED

Five or more years of related experience, with at least two 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