Job Summary
Decision making authority:
Employees in this band make the rules and establish precedents enabling lower bands to produce. They interpret the strategy laid out by Senior Management by applying material and manpower resources to achieve objectives outlined in the strategy specific to minor organizational function.
This position operates within budget parameters and Decision framework
Experience / Education:
CA (SA) with 3 years articles as well as 5 years relevant experience. Experience in the property management
industry preferable.
Skills required:
Computer literacy: SAP/SAP BI; MS Office - Excel Advanced, Outlook and Word
Administration: Skills Time Management, Advanced Financial Calculations, Advanced Financial Reporting, Policies
and Processes, People Management, Business Planning.
Knowledge required:
Detailed knowledge of all financial policies, procedures and processes, capital expenditure, contract management legal aspects, income statements, balances sheets, budgets, forecasts, IFRS and Tax.
Competencies required:
Communication, analytical thinking, problem solving and decision making, customer relationship building, team
leadership, change leadership, financial and business acumen, challenging, customer and quality focus, self-confidence, teamwork and co-operation, drive and productivity, accuracy, methodical, challenging, tolerance for stress, applied strategic planning.
Major drivers of work volume:
Volume and complexity of departmental and property owner activities. Complexity of reporting needs.
Interface / relationships with:
Internal: Procurement, Banking, Accounts Payable, IT, Finance and Admin Managers, Accountants, OPCO's,
SSC, Business.
External: Contractors, Clients, Financial Directors, Tenants, Property Asset Management, Financial Directors,
Accountants, auditors of listed funds. Regulatory bodies e.g., SARS.
Portfolio Management and Reporting - 75%
Reporting of Net Property Income for Client NPI and balance sheet splits per property and reporting to client Management of Net Property Income for Client Financial Management for Client Balance Sheet control (maintenance of GL account list, clearing of open item managed accounts, management of monthly reconciliations of all balance sheet items, maintenance of interco loan accounts, management of maintenance of fixed asset registers, following up of long outstanding items).
Maintenance of working capital reconciliation Reporting ROU to client Reporting of debtors/creditors and cash reconciliation.
Provide Management information and reports Pro-active communication with and feedback clients Provide ad-hoc reports as required
Handling of queries related to financial reporting Auditing & Analytical explanations
Oversee the compiling of financial statements General Ledger Management Adjustment Account Management Management information and reports Monthly statutory reporting
Cash management and distributions to owners and co-owners.
Review of management fee calculation and monitor against PMA Invoice management fees Management of lease related reporting Attend monthly manco meetings with client.
Review of commissions Management of cashflow and owner payments including management of banking Management of credit control department and arrears.
Management of billings department.
Management of Turnover administration
Calculation and management of client KPI scorecard
Consolidated financial report to client
BEE Spend management
Compilation of OPSCO report
Compilation of OPCO report
Maintenance of Std Management Pack
Maintenance of policies and procedures
Management of recurring monthly SLA expenditure in conjunction with centres and AP
Management of marketing fund income statements and balance sheets as well as related reconciliations
Management of non-gla income on consolidated basis
Management of insurance claims, correspondence with insurer and annual insurance journal
Utility Management.
Budgeting and Forecasting - 5%
Compilation, in conjunction with business of annual budgets
Budget management
Co-ordination including the establishment of deviations
Reporting on deviations (consolidated)
Handling of queries
Analyse and determine tendencies, evaluate, budget management & explain deviations.
Management of normalisation calculations
Monthly forecasting and reporting thereof
Management of quarterly forecasts and presentation of results to owners.
Data Integrity
Management of contractual information input in SAP and other related systems
Lease audits
System development
Automation of processes with regards to reporting and management fees.
Development in conjunction with Financial Analyst
Input how transactions should be treated financially on IT systems
Business Unit Profit - 5%
Review results
Manage actuals vs budgets
Receive the input of functions on budget (commissions, salaries and management fees)
Input with regards to projections
Control and update Projections
Pro-active identification of over and under spending
Manage Income and Balance sheet of region
Cost control
Ensuring all recoverable items are captured and recovered timeously
Audit - 5%
Handle queries on audit report
Preparation of audit packs
Arrange audits as required
Implement audit recommendations
People Management Ad-Hoc
Set targets for Administrator in order to meet targets
Updating Job descriptions
Training (Formal and informal)
Personal Development Plans
Performance Management
Compliance audits at centers
Business Partnering - 5%
Auditing
Creditors (Sorting out of problem areas,
Managing orders/GRN process, liaison with SSC)
Debtors (Sorting out of problem areas, Managing
arrears and legal, liaison with SSC)
Training of business staff
Municipal accounts recoveries (reporting of
exceptions)
Follow-up on problem cases and high outstanding
amounts (sundry debtors)
Business unit support
Form part of the business team (OPCO) and deliver outputs that support business decision making
Advice, consultation and general financial support
Provide strategic input to decisions and discussions
Risk and Compliance - 5%
Review VAT reconciliations and ensure timeous
settlement of VAT payments
Completion of income tax returns where applicable
Management of compliance related items in terms of the PMA
Maintenance of combined portfolio risk registers
Monitoring of BEE expenditure in line with scorecard requirements
Capex Monitoring - Ad-Hoc
Maintenance of fixed asset register (calculation of and fixed asset recon and entries to be sent through to owner)
Updating of capex tracking schedule and maintenance of forecasted capital expenditure
Verify expenditure against project lists
Ensure correct treatment of capex vs opex expenditure
Monthly reporting of status of capital expenditure to client
