Assistant Rentals Manager - Cape Metro & Boland (Kenilworth)

Main Purpose of the Job

To support the Rental Manager in the general running of the Rental division in the Cape Metro region and the Boland offices. Monitoring that all clients receive a consistently high-quality service by assisting in managing and developing rental resources (staff, systems, processes) and supporting the entrenchment of a strong customer-focused service culture in rentals.

Key Responsibilities

• Build positive relationships with staff and agents to ensure effective communication and understanding;
• Assisting the Rentals Manager with client queries and/or complaints where necessary ensuring that the staff provide optimal service in line with the Pam Golding Properties corporate image, through prompt resolution of all agent and client related issues including, regular feedback, progress reporting and prompt attention to property enquiries;
• Line management responsibility for the Administrative Staff in the offices, ensuring that their day to day work is efficiently and effectively executed in line with expectations;
• Managing all responsibilities that are admin and HR related (including performance management, leave management and any other employee related processes);
• Instituting processes for the admin staff and ensuring that staff and agents are trained where appropriate and that they stay up to date and well skilled;
• Responsible for a thorough induction process for new rentals agents and staff;
• Responsible for assisting intern agents with their training and obtaining their qualifications;
• Continuously oversee, train and promote the utilisation of Alchemy, WeConnectU and other business systems to enhance the efficiency and productivity of our agents and staff;
• Assist the Rental Manager in identifying and recruiting quality staff and agents;
• Ensure the correct processing of Lease Agreements and the relevant supporting documentation by rental admin staff, and checking Lease Input sheets, when required;
• Ensure that all rental administrative functions are timeously executed, including all aspects of lease negotiations and renewal;
• Monitor branch compliance with all current legal requirements, particularly FICA and the PGP RMCP and other compliance requirements in order to minimize risk and to protect the PGP brand and reputation at all times;
• In conjunction with the FICA Compliance administrator, assist, when required, to peruse and sign-of Risk Rating and Management Control Forms;
• Responsible for the collection of information for Press Releases if and when required;
• Encourage maximum use of all referral opportunities through adherence to the Company Referral Policies and Procedures;
• Assist the Rental Manager in monitoring and controlling all expenses to ensure that budgeted limits are not exceeded including staff expenses, advertising costs and all other rental office overheads;
• Support the Rental Manager through ensuring that all Branch administrative functions are timeously executed;
• Support the Rental Manager through the drafting of documents or addendums for Agents as and when requested and/or when necessary;
• Management of outstanding rentals and reporting on these on a monthly basis;
• Manage and control all portals usage and advertising in consultation with the branch Managers.

Key Competencies

• To succeed in this role, you will need to be a detailed orientated executor with an obsession for quality;
• Self-starter that thrives in a fast paced environment and feel comfortable with responsibility and working independently;
• Resourceful, with the ability to look for solutions;
• High level of integrity, credibility and ethics are non-negotiable in this role;
• Self-motivated, energetic and with the ability to motivate others;
• Good Communication skills (verbal, written and presentation);
• Cope with pressure and setbacks.

Education & Experience

• Knowledge and experience of the Real Estate Industry and specifically Rentals is important;
• A Real Estate Qualification and a valid FCC is a strong recommendation and will be an advantage. (Please note that if the successful candidate does not possess a Real Estate Qualification and FFC, it will be a condition of employment to obtain these within a specified time-frame).

Knowledge & Skills Required

• Excellent computer skills (Microsoft Windows Suite), WeConnectU and knowledge of the PGP in-house system Alchemy will be an advantage;
• Excellent planning and organising skills.