Officer: Property Management (Head Office)

Property & Building Management

• Align facility decision with the HDA mandate to ensure that assets are maintained and secured.
• Timeously conduct comprehensive condition assessment of all assets to identify hard and soft services that requires repairs.
• Timeously repair and maintain the asset to ensure maximum space utilization.
• Lead and monitor service providers to ensure that procured services is delivered.
• Identify and assess required property-related services for each land parcel and building (e.g., security, fencing, cleaning, vegetation control)
• Define the scope and standard of services based on the condition, risk profile, and location of each property (including vacant land)
• Develop and implement property-specific service plans to ensure assets remain secure and development-ready
• Provide detailed analysis of the existing building, including location condition surveys and current utilization on quarterly basis.
• Implement digital system with aim to achieve energy reduction and arrest building value deterioration.
• Ensure that critical systems like HVAC are implemented to increase the capital value of the assets
• Ensure all properties comply with municipal by-laws, zoning conditions, and building regulations
• Ensure timely resolution of faults and minimize operational disruptions.
• Conduct site inspections to assess maintenance needs and verify quality of work executed.
• Monitor the effectiveness of service delivery and recommend improvements where required
• Plan , coordinate, and monitor routine and ad hoc maintenance works in all buildings under the ownership and own on behalf other stakeholders.

Contract and service provider management

• Develop clear and fit-for-purpose technical specifications for property-related services.
• Prepare procurement plan to avoid undesired contract deviation and extension.
• Assists in the process of sourcing .
• Initiate proactive procurement process to ensure that buildings and land are secured and maintained in time.
• Manage and oversee performance of security service provider and maintenance contractors across allocated properties.
• Monitor compliance with Service level Agreement ( SLA) and contractual obligations.
• Evaluate contractor performance and recommend corrective actions , penalties or contract adjustments.
• Facilitate procurement processes, including drafting of Terms of Reference ( TORs) specifications , and bid evaluations.
• Provide technical input during bid evaluation and adjudication processes in relation to buildings structures
• Facilitate the procurement of service providers in accordance with approved supply chain management policy and procedures.
• Manage and monitor Service Level Agreements (SLAs) to ensure quality and compliance.

Risk Management & Legal Compliance

• Conduct regular risk assessments for all land and property assets to ensure that risk is mitigated (e.g., illegal occupation, vandalism, dumping, safety risks).
• Developing and implementing risk mitigation measures to safeguard HDA properties.
• Ensure compliance with the Occupational Health and Safety Act and applicable municipal by-laws
• Ensure compliance with health and safety regulation, municipal by laws , and statutory requirements ( e.g. fire system , building compliance)
• Identify and mitigate risk related to property management , including security breaches , vandalism and infrastructure failure.
• Source digital gadget to implement security and access control by enlisting the implementation of CCTV through digital access system to protect tenant and asset.
• Conduct routine property inspections to ensure assets are secured and maintained
• Ensure all properties within the portfolio are appropriately insured and records are maintained.

Property and Asset Management

• Implement property and asset management policies and procedures.
• Maintain and update an accurate property asset register, including ownership and title verification.
• Developing robust contingency plans for natural disasters to ensure that operation failures are minimized.
• Ensure all HDA properties are effectively managed, maintained, and legally compliant.
• Participate in community structures (e.g., community policing forums) to support property safeguarding.
• Assist with budget preparation and planning to ensure that property management and budget are aligned.
• Verify the accuracy of invoices prior to approval and facilitate payment processes.
• Record and track all property-related holding costs per asset.
• Generate regular property reports to support management, audit, and decision-making processes.

Stakeholder and Operations Management

• Liaise with internal and external stakeholders ( e.g.municipalities).
• Ensure that incidents, property related complaints and service delivery issues are resolved timeously.
• Assist in administering the lease agreements and ensure compliance with contractual obligations.
• Monitor lease compliance and escalate non-compliance where required.

Property Valuation Legal Support

• Facilitate appointment of valuers and review valuation reports from a legal compliance perspective.
• Ensure valuation processes comply with legislative and governance requirements.
• Provide legal input into disputes relating to valuation outcomes.
• Support expropriation and acquisition processes with legally compliant valuation inputs (Note: technical valuation remains with appointed professionals).

Financial & Budget Management

• Assist with the preparation of cost estimates input for maintenance, security and operational requirements.
• Assist with monitoring of expenditure against approved budget and ensure cost control.
• Review and verify invoices for payment in line with work completed and contractual terms.