The purpose of the role is to perform general administration and support to the Portfolio Manager: Retail Operations and Retail department and to ensure portfolio administration is managed effectively.
General Functions
1. Manage day to day administration for Portfolio Manager: Retail Operations (PFMRO) and assistance to Centre Managers (CMs)
2. Basic office filing, copying, and scanning: COC’s, biometric reports, monthly reports, meeting agenda and minutes etc.
3. Preparing, receiving, and distributing stationary orders
4. Replenishing staff refreshments
5. Roaming office calls: taking messages
Administrative Functions
1. Preparation / typing of agendas, minute taking and timeous distribution for PFMRO meetings and Shopping Centre meetings packs
2. Petty cash capturing for CMs
3. Managing Retail template documentation on I drive
4. Assist with typing of tenant correspondence as drafted by CMs
5. Updating tenant and store manager contact details
6. Assist with resolving of tenant queries.
7. Ensure tenants trade in accordance with the lease agreement.
8. Update and monitor Turnover schedule and trading densities.
9. Updating utility (gas/water/elec.) meter numbers provided by CM/Maintenance Manager/Building Manager
10. Parking leases: assist with parking administration / preparing and managing waiting list
11. Exhibitions: preparing leases and instructions, assist with bookings and locations
12. Yearly budgets: Assisting PFMRO and CMs with budgets preparations
13. Income statement monthly expense detail on fixed monthly contracts only (variances)
14. Assist with R&M schedule monthly comments
15. Ordering of window wrapping for vacant offices
16. Recordkeeping of insurance claims & Impairments
17. Audits of refuse removal rates, recoveries related to HVAC, generator, and equipment maintenance (variances)
18. Follow up of outstanding supplier invoices
19. Obtaining cancellation confirmation for suppliers
20. Assist with RFI manual job card documentation
21. Entry inspections form managing and filing
22. Customer case reports for PFMRO
23. Recordkeeping of monthly inspection reports and providing reports to internal auditors
24. Assist with logging jobs
Working conditions: Centre based. Limited travel required.
Qualifications & Experience:
1. Matric – Required
2. Administrative related qualifications – Preferred
3. At least 3 years’ experience in an administrative role – Required
4. Experience in Property and/or retail industry – Preferred
Skills & Knowledge Required:
1. Good verbal and written communication skills required
2. Good administrative and skills required
3. Minute taking skills required
4. MS Office:
- MS Word – Basic
- Excel – Intermediate
- Outlook – Basic
5. Knowledge of basic credit control / lease agreement / utilities – Preferred
6. Knowledge of MDA System – Preferred
Personal Attributes:
1. Problem solving – find solutions when emotions are involved.
2. Reality testing – be objective; see things as they really are.
3. Impulse control – resist or delay impulse to act.
4. Flexibility – adapting emotions, thoughts and behaviors.
5. Stress tolerance – coping with stressful situation.
6. Interpersonal relationships – building mutually satisfying relationships.
7. Independence – be self-directed and free from emotional dependency.
8. Multitasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.
9. Teamwork – cooperation with others, good-natured attitude and encouraging people.
10. Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
11. Rule following – adhere to rules and strictly follow work regulations.
12. Attention to detail – focus on details, strive for perfection and be well organized.
13. Planning – enjoy making detailed plans and long-terms plans.
