Property and Facilities Manager

Minimum Requirements * Grade 12 / Matric * Diploma or degree in Property Management, Real Estate, Finance, Facilities Management, or a related field. * Additional qualifications in financial analysis, insurance, risk management, project management or data analytics will be advantageous. * At least 3–5 years’ relevant experience in commercial property or facilities management, including lease administration, budgeting, financial reporting, insurance coordination, and contractor management. * Experience with fuel service station properties, commercial asset portfolios and BI reporting will be an advantage. * Knowledge of property management, insurance administration, risk management and lease agreements. * Ability to manage multiple sites and travel throughout the Eastern Cape * Valid driver’s licence is essential. * Proficiency in Microsoft Excel, financial modelling and management reporting; Power BI and ERP/property management systems will be advantageous. Job Responsibilities Property Portfolio and Asset Management * Manage the company’s commercial properties, fuel service station sites and related assets across the Eastern Cape. * Maintain an accurate property register covering ownership, leases, rental income, valuations, insurance, maintenance and statutory documentation. * Conduct regular property inspections and identify risks, maintenance requirements and opportunities to improve occupancy, rental returns and asset value. * Support property valuations, acquisitions, disposals, redevelopment and capital investment decisions. Lease and Tenant Management * Administer lease agreements, renewals, extensions, rental escalations and amendments. * Monitor lease expiry dates, contractual obligations, tenant compliance and rental arrears. * Coordinate lease negotiations and recommend appropriate rental rates and commercial terms. * Maintain effective relationships with tenants, fuel retailers, fuel brands and other stakeholders. Insurance and Risk Management * Coordinate the placement, renewal and administration of insurance policies covering buildings, property infrastructure, equipment, public liability and other relevant exposures. * Maintain an accurate insurance register reflecting insured assets, sums insured, premiums, policy periods, exclusions, excesses and renewal dates. * Liaise with insurance brokers, insurers and assessors to ensure appropriate cover, competitive premiums and alignment between insured values and property valuations. * Identify potential underinsurance, coverage gaps and emerging risks, and recommend appropriate corrective action. * Manage property-related insurance claims, ensuring timely notification, submission of supporting documentation, follow-up and resolution. * Monitor compliance with policy conditions, risk improvement recommendations and applicable safety requirements. * Report on insurance costs, claims experience, outstanding claims and material exposures to management. Financial Management, Reporting and Analysis * Prepare annual property budgets, forecasts and cash-flow projections covering rental income, operating expenditure, maintenance, insurance and capital expenditure. * Monitor actual performance against budget, prior periods and forecasts, investigate variances and recommend corrective actions. * Analyse rental income, occupancy, arrears, property operating costs, net operating income and returns by property and across the portfolio. * Monitor municipal rates, utilities, service charges, maintenance expenditure and other property-related costs to identify savings and improve profitability. * Reconcile property management records with Finance and ensure the completeness and accuracy of rental billing, collections, expenditure and asset information. * Prepare monthly management reports and executive dashboards highlighting financial performance, key risks, trends and corrective actions. * Provide financial analysis and business cases for lease negotiations, property acquisitions, disposals, refurbishment and capital investment decisions. * Support annual financial statements, external audits, insurance valuations and other financial reporting requirements. Business Intelligence and Performance Management * Develop and maintain BI dashboards and reports using tools such as Microsoft Excel and Power BI, supported by reliable property and financial data. * Establish a centralised property information database integrating lease information, rental income, expenditure, insurance, maintenance and asset performance. * Develop key performance indicators and trend analyses to monitor portfolio profitability, rental collection, occupancy, insurance costs, maintenance expenditure and capital projects. * Analyse historical and forecast performance to identify underperforming properties, cost inefficiencies and opportunities for value creation. * Automate routine reports and improve data accuracy, consistency and timeliness to support management and Board decision-making. * Translate financial and operational data into actionable recommendations for improved property performance and risk management. Facilities, Maintenance and Compliance * Implement preventive maintenance programmes and oversee repairs to buildings, forecourts, canopies, drainage, parking areas and related infrastructure. * Manage contractors and service providers in accordance with procurement policies, approved budgets and service standards. * Coordinate capital projects, monitoring costs, quality, timelines and completion. * Monitor applicable occupational health and safety, fire safety, environmental, building and municipal requirements. * Coordinate the management of property-related environmental risks, including fuel spills and underground storage tank infrastructure, with the relevant fuel operators and qualified specialists. * Maintain a property risk register and ensure timely resolution of defects, incidents and compliance findings. Key Performance Indicators * Rental income, collection rates, arrears and occupancy. * Property operating expenditure against budget and improvement in net operating income. * Insurance renewals completed on time, adequacy of cover and resolution of claims. * Accuracy and timeliness of financial reports, forecasts and BI dashboards. * Identification and implementation of cost-saving and profitability improvement initiatives. * Completion of preventive maintenance and capital projects within approved budgets and timelines. * Compliance with statutory requirements and timely closure of identified risks. * Accuracy and completeness of property, lease, insurance and financial records. Key Competencies / Skills * Strong financial, commercial and analytical acumen. * Strong data analysis, problem-solving, communication and stakeholder management skills. * High standards of integrity, accountability, accuracy and attention to detail. Abantu Staffing Solutions (Pty) Ltd Recruiter