Portfolio Management Process Specialist

• Prepare and refine portfolio budgets in line with agreed assumptions and other relevant information to determine the targets to be achieved for the financial year.
  
• Review and report monthly on financial and operational performance of portfolio against budgets and targets achieved.
  
• Update of notes and comments within deadlines as required for reporting purposes.
  
• Assist and provide supporting calculations/information to finance team for completion of reasonable forecast.
  

• Ensure that buildings are formally inspected, managed and maintained in line with Company standards. Submit inspection forms as per requirements. Ensure vacant units are in a lettable condition and listed on the vacancy list.
  
• Monitor and manage budgeted expenses items in line with planned timelines.
  
• Ensure maintenance concerns reported by tenants and in general are escalated internally and resolved successfully.
  
• Ensure the work done and quality of services provided by outsourced contractors (e.g., cleaning, security, etc.) as well as maintenance teams are monitored and reviewed continuously.
  
• Consider and recommend changes to outsourced services and staff compliment (security guards, building staff, cleaners, rubbish removal charges, etc.) to achieve optimal financial and operational performance.
  
• Ensure stock controls are implemented, maintained and monitored monthly.
  
• Review, evaluate and oversee signage at the buildings.
  
• Motivate upgrades and improvements to buildings where these are deemed necessary.
  
• Review and monitor water, electricity and other utility costs and services provided.
  
• Monitor parking and access control and ensure collaboration with support (if relevant).
  
• Provide input to the Leasing department as well as the Property Manager: Dealmaker in terms of tenant retention and related aspects to consider during leasing processes.
  
• Ensure risks are identified, reported, and managed in line with the Company s Risk Policy.
  
• Ensure operational and administrative policies, procedures and approvals are followed.
  

• Monitor and guide Credit Control team in decision making to manage arrears optimally.
  
• Ensure tenants with material arrear balances are met to discuss options to collect on outstanding amounts.
  
• Ensure files for Legal Handover are recommended, reviewed and actioned appropriately.
  

• Manage customer service matters in line with Company standards and within agreed service levels.
  
• Communicate and work as a team with other departments.
  
• Achieve the required relationships with tenants, owners, contractors, and other external/internal parties.
  
• Clear communication, presentation and reporting at various forums
  

• Oversee work of subordinates and conduct performance reviews as per agreed policies.
  
• Guide and mentor building staff to obtain desired objectives and performance.
  
• Manage poor performance, when necessary, in consultation with HR and Portfolio Manager.
  
• Provide constructive feedback to subordinates regarding their performance.
  

Requirements