Assistant Residence Manager - Cape Town Region
Required: Grade 12 (Matric), additional related Property management training and/or maintenance building background preferred. Minimum of 2 - 4 years’ related experience. Student accommodation experience essential. Strong Proficiency in relevant computer and software packages i.e. MS Office Excellent understanding of Property management and student accommodation procedures. Knowledge of budgeting, service contracts, and leasing agreements. Responsibilities: Operations management of property and related facilities: Assumes responsibility for the effective operations management of property and related facilities. a) Student management Engage students on needs and evaluations. Formulate and/or advance standard procedures for dealing with a range of regularly occurring types of crises related to the care of students, housing facilities and services Assist with leasing process Assist with application process Assist with intakes/Vacate process Assist with site coordination Assist with compliance and conformity to house rules Assist with student life program Assist with event management Assist with inspection process Assist with key handover and register process Assist with student mentoring Assist with student files and information Assist with any other assistance required by management team Building management Maintain various management systems in student accommodation service offering Assist with building mutually beneficial relationships with all stakeholders of the residence Assist with management of all areas of residence Assist with management of repairs, revamps and refurbs including reporting Assist with management of conducting inspections, handovers and walkabouts Assist with management of OHS site compliance Assist with ensuring students adhere to policies Assist with asset register and assistance with compilation Assist with meter reading Assist with management sub-contractors Assist with management of site operations Assist with management of maintenance aspects, BMS and audits Assist with reactive and planned maintenance Assist with effective management of risk Assist with document storage facility secure Leases Assist with Negotiating certain leases/renewals as prescribed by manager, including parking bays Assist with preparing lease documents Assist with correct revenue stamping Assist with correct signatories in place Assist with records tracking of document until completion Reports Assists with ensuring that accurate student schedules are maintained for each building Assisting with vacancy schedule is updated and copied to each member of staff Assisting with the compilation and presentation of the above with the building financial details and general information, to form the monthly client report Assists with compilation of monthly management report pack Ensures that deadlines are met Financial Assists residence manager with all aspects on the income and expenditure annual budget conformance Student liaison Mentors students Ensure student information and file is up to date Checks prospective student details via credit bureau for adverse information Ensures that all relevant documents e.g. I.D. book/company registration etc is attached to the application Advises student within 24-hour period if their application is accepted or declined Confirms initial payment before the lease agreement is drawn up Advises Residence Manager – arranges for signage/keys/parking disc etc. Amends vacancy schedule General Broker liaison Student correspondence Filing/ archiving Annual audit preparation Student complaints Contractor liaison Maintenance and Reporting: Assumes responsibility for the effective maintenance and reporting of financial records. 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 Professional Business Relations: 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. Ad hoc: Assumes responsibility for related duties as required or assigned. Ensures that the work area is clean, secure, and well maintained. Completes special projects as assigned. Reports on Operational expenses, foot traffic, security incidents etc. Public Relations: Assistance to the PR / Marketing functions Advancing student accommodation: Assumes responsibility for advancing the student accommodation offering. Participates in a variety of meetings, committees and teams to communicate information regarding services, programs, areas of opportunity, and information as appropriate. Participates in service model goal setting and planning, including short-term and long-term planning. Collects and analyzes a variety of data and information across various spectrums of the building as requested. Develops and strengthens co-operative relationships relevant University support departments.
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