Regional Operations Manager Centre Management

Emporium; Pretoria; On-site; ZAR 600,000 - 900,000; Full time

Job summary

Emporium, based in Pretoria, is seeking an experienced Property Portfolio Manager to lead operations across multiple centres. You will manage budgets, oversee maintenance, safety protocols, and service providers while driving tenant relations and lease compliance.

The role requires a tertiary qualification in retail property management, five years of experience, and the ability to travel across the portfolio. A proactive, organised, and collaborative mindset is essential for success.

Qualifications

• Proficiency in English is essential and clear communication is required.
• A tertiary qualification in retail property management is required.
• Ability to travel extensively and access to a reliable vehicle is important.
• Minimum five years experience in property management or a similar role is expected.
• Strong MS Outlook etiquette and professional email management is essential.
• Proactive, well organised and able to work within company processes and teams.

Responsibilities

• Conduct monthly site visits to each centre in the portfolio.
• Complete SIPA Reports per Site Visit Protocol and upload to the Operations Portal.
• Hold regular tenant meetings and assist in conflict resolution.
• Support leasing discussions and monitor tenant arrears and lease usage clauses.
• Prepare and review the annual maintenance budget and capital requirements.
• Ensure evacuation and safety plans are communicated and practiced.
• Monitor service providers, review contracts and push for efficiency improvements.
• Develop and maintain five-year maintenance plans and lifecycle cost plans.
• Assist in scoping maintenance projects and provide project updates to Head Office.
• Maintain compliance registers and conduct audits of procedures.

Skills

Proficiency in English

Willingness to travel

Teamwork

Adaptability

Organisational skills

Education

Retail property management (tertiary qualification)

Tools

MS Outlook

MS Word

MS Excel

Job description

Overview of Responsibilities

• Efficiently and cost-effectively manage portfolio operations.
• Lead and support Centre Managers and centre staff to achieve operational excellence.
• Implement, maintain, monitor, and report on Policies, Procedures, and Controls across the portfolio.
• Provide comprehensive training and guidance to centre management and staff regarding Policies, Procedures, and Controls.
• Ensure full compliance with the Occupational Health and Safety Act, company security protocols, and fire protection requirements at all centres.
• Identify and manage relationships with suitable maintenance service providers strategically across the portfolio.
• Monitor the performance and efficiency of operational contractors and service providers.
• Oversee security, cleaning, refuse, landscaping/gardening, and other contractual services to ensure adherence to agreements.
• Manage tenant relationships effectively throughout the portfolio.
• Actively participate in community policing forums.
• Support community Social Responsibility Initiatives (SRI), marketing, and promotional activities as required.
• Provide ad hoc support to leasing, marketing, legal, finance, procurement, HR, and other departments within established processes.
• Oversee maintenance and lifecycle management across the portfolio.
• Assist with capital and high-value maintenance projects, ensuring timely reporting, monitoring, successful completion, and handover.
• Review operational reporting to ensure quality and procedural compliance.
• Ensure strict adherence to the procurement policy.

Detailed Responsibilities

1. Audits

• Conduct monthly site visits to each centre within the portfolio.
• Perform comprehensive audits and complete Site Inspection Reports (“SIPA Reports”) in line with the Site Visit Protocol.
• Upload SIPA Reports accurately to the Operations Portal and submit to head office as required.

2. Tenants and Leasing

• Hold regular tenant meetings, focusing on problem areas and strategically important tenants.
• Support tenant conflict resolution efforts.
• Assist Centre Managers with tenant arrears and leasing discussions as necessary.
• Support the leasing team in tenant negotiations and related processes.
• Help maintain an ideal tenant mix across the portfolio.
• Monitor compliance with lease usage clauses and promptly report any breaches to Leasing/Legal.

3. Billing, Rent Collection and Arrears Management

• Perform monthly pre-billing checks and submit in accordance with the pre-billing process.
• Review monthly arrears schedules received from Head Office.
• Assist with arrears collection where feasible.
• Escalate arrears and tenant operational concerns flagged by Centre Managers to the Legal and Risk Manager.

4. Budget and Financial Performance

• Prepare the annual maintenance budget for the portfolio.
• Identify capital maintenance requirements for the forthcoming year.
• Contribute to capital development planning.
• Familiarise yourself with the approved portfolio budget and ensure procurement aligns accordingly.
• Review financial reports and analyse variances in income and expenditure against budget.
• Manage the portfolio cost-effectively within budgetary limits.

5. Security and Safety

• Review and ensure evacuation and emergency plans are in place and communicated effectively to tenants.
• Train Centre Managers and security personnel on emergency procedures as outlined in the manual.
• Monitor and verify short-postings on sites, ensuring appropriate invoice deductions.
• Report incidents immediately to the Head of Operations and Operations Executive, following the 10 Step Security Protocol.
• Hold monthly meetings with security providers to discuss performance and strategy; elevate concerns to the Legal and Risk Manager.

6. Service Providers and Contractors

• Ensure cleanliness, landscaping, and other contractual services meet high standards.
• Monitor short-postings and invoice deductions as reported by Centre Managers.
• Regularly review contract scopes with Centre Managers and recommend efficiency improvements, adhering to contract procedures.
• Convene monthly meetings with key service providers to review performance and discuss optimisation.
• Report on service provider meetings during quarterly strategic reviews.
• Establish and maintain building services solutions to ensure optimal and cost-efficient operations.
• Support procurement in sourcing and maintaining a register of reputable contractors to ensure competitive pricing and quality.

7. Maintenance, Lifecycle Management and Tenant Installations

• Develop and maintain a five-year maintenance plan for each building, identifying preventative maintenance needs.
• Prepare method statements for monthly, quarterly, bi-annual, and annual maintenance of plant and equipment.
• Maintain lifecycle management and cost plans for each building.
• Ensure all properties, grounds, and equipment are well maintained and operational.
• Monitor service schedules to guarantee timely servicing of assets.
• Obtain quotes for maintenance works below £1,000 alongside Centre Managers, in line with procurement policy.
• Prepare scopes of work for repairs exceeding £1,000 and agree these with the Head of Operations before procurement.
• Assist leasing with tenant installation scopes and costings as required.
• Oversee all planned and reactive maintenance to ensure quality standards are met.
• Complete and sign Works Completion Documents as required by procurement processes.
• Authorise invoices within delegated authority limits.
• Support Centre Managers in managing approved contractors to ensure work is completed professionally and safely.

8. Social Responsibility Initiatives (SRI), Marketing, Media and Promotions

• Review site signage and branding; ensure Centre Managers notify marketing promptly of replacement needs.
• Assess marketing campaigns and communicate any concerns to the marketing team.
• Verify that on-site promotions align with head office schedules and report any discrepancies.

9. House Rules

• Ensure Centre Managers maintain signed House Rules for all tenants and enforce compliance accordingly.
• Support Centre Managers in managing persistent non-compliance, escalating issues to the Legal and Risk Manager when necessary.

10. Projects

• Assist in scoping and briefing consultants or contractors for capital and high-value maintenance projects.
• Provide weekly project updates to Head Office.
• Monitor project progress throughout its lifecycle.
• Ensure Centre Managers receive training and updates upon project handover.
• Research and recommend building-specific utility efficiencies and sustainability improvements.

11. Reporting

• Maintain compliance registers for each building.
• Conduct regular audits of building procedures and report on any deviations.

Desired Experience & Qualifications

• Proficiency in English is essential; knowledge of Zulu, Seswati, or Xitshonga is advantageous.
• A tertiary qualification combined with practical experience in retail property management.
• Access to a reliable vehicle and willingness to travel extensively.
• Minimum of five years’ experience in property management.
• Competent use of MS Outlook with strong email management and etiquette skills.
• Proficiency in MS Word and MS Excel is essential.
• Professional appearance, reliability, flexibility, excellent organisation, and adaptability to changing priorities.
• Ability to work collaboratively within a team, adhere to company processes, and demonstrate initiative.