Property Services Administrator

SUMMARY:
Respond to orders, general customer inquiries, invoice queries, and tenant complaints. Primary

POSITION INFO:

Primary Duties and Responsibilities

Rendering of support services to the Services Department and its customers by complying with the following KPI’s:

Administration Management

• Comply with internal requirements regarding the upkeep of filing systems.
• Control source documentation and maintain a filing system per building. We refer to documents such as service contracts, service reports, building plans, council approvals, motivations, delivery notes, etc.
• Manage approval for budgeted and unbudgeted expenditure applications for all work orders issued by the Helpdesk to service providers in line with authority limits document.
• Assist with establishing formal monthly meetings and measure the performance of all service providers against service levels and ensure that the minutes are taken by the service providers and that the matters are resolved. Ensure that the minutes are filed.
• Maintain a good relationship with the various local authorities. (i.r.o. Building inspectors, fire licenses etc.)
• Assist with the monitoring of performance-based service level agreements against reports submitted by monitoring agencies (Elevators, SLA for Soft Services, penalties, non-compliance). This is specifically applicable where penalties were applied, and non-compliance is identified. Ensure that all the documentation is filed
• General administration duties relating to Property Services ONLY

New Building Intake

• Familiarize yourself with the tendering process with the PSM
• Contractors Guarantees/Warranties,
• First year maintenance plans - ensure you are familiar with all details
• Keep Asset register (load onto MyBuildings) and Breakage schedules updated.
• Key register on handover
• Assist with any additional requirement as per PSM.
• Manage MyBuildings checklist

Student Take-in Process

• Inspect the building - all technical aspects.
• Assist RM/PSM/HM with any maintenance issues.
• Check all compliance documents with PSM and update.
• Check all OHS compliance.
• Assist Admin staff with take in if all other duties have been fulfilled and finalized

Risk Management

• Assist with ensuring that all assets comply and are maintained within the requirements of the Occupational Health and Safety Act, Local authority by laws and the SABS / SANS standards as prescribed by the company HQ. Ensure that the buildings OHS files (White Files) are up to date by having 1/4ly meetings with the BS who are ultimately responsible for the files. All non-compliance needs to be reported to the PSM
• Assist with liability claims from insurance and external tenants and ensure that incidents are reported immediately. Assist with the reporting process of all incidents defined as "reportable" in terms of the Occupational Health and Safety Act when requested by the PSM.
• Manage service provider documentation in line with workflow requirements, Contractors on site, small work permits, hot work permits, site regulations etc. Ensure that the Helpdesks are provided with the required documentation and that the procedure is enforced where no work order will be issued if contractors have documentation outstanding.

Asset Maintenance & Management

• Manage the dispatch of service providers for maintenance requests when requested by PSM, PM, LM and Property Admin, and follow up on same. Manage the follow-up process with special reference to the helpdesk and ensure jobs are completed satisfactory and within agreed time schedules.
• Manage and control all re-active purchase / work orders raised on the system.
• Assist the PSM with compiling the comprehensive annual building inspections on all fully repair and maintenance leases.
• Assist with obtaining the necessary quotations for ad-hoc maintenance as and when required. This is not a direct function of the position but could be required in times of staff shortages or crisis. The KPI belong to the BS''s however you are required to ensure procurement processes are followed at all times

Financial Management

• Assist the PSM with loading building expense budgets for the various clients on all properties.
• Load all the service contracts on PIMS in the contractor’s screen and ensure that the schedules are always up to date as this report is used in the monthly payment of service providers. Ensure that the schedules are signed by the PSM and given the portfolio accountant as per the agreed due dates every month
• Liaison with the service providers to ensure receipt of outstanding invoices.

Customer Services

• Liaison between internal & external clients in a professional and courteous manner and ensure that all complaints and requests are completed in a professional manner.
• Assist with managing the consumables e.g., toilet paper, refuse bags, bailing wire, soap, paper towels. This includes assisting the PA’s for recoveries where required
• Assist in helping with managing tenant complaints daily. Ensure all complaints are attended to and if not able to resolve ensure it is forwarded to the appropriate manager
• Communication and feedback to tenants, Property Manager and Service Managers.
• Attending operational meetings to stay updated on progress as and when required.
• Adherent to deadlines set by Property Services Manager

Reporting

• Printing of the accrual reports from PIMS and comparing open job cards with the accrual report and fixing any missing accruals
• Ensure the service contractual schedule is signed by the PSM and given the portfolio accountant as per the agreed due dates every
• Printing of the maintenance ledgers for the month and preparing the management packs for the PSM for management meetings
• Assist PSM with updating Variance comments on PIMS for all monthly expenses.

Important Characteristics

• Very strong communication skills
• Excellent attention to detail and numerate accuracy
• The ability to do follow up on outstanding payments
• Innovative thinking and ability to follow the process
• Dynamic and enthusiastic
• The ability to interact professionally with individuals at all levels of staff
• Competent time management skills
• Professional attitude and capability and personal initiative
• Be deadline driven
• Organization and Planning Skills

Skills Essential to the Role - Technical

• Grade 12 (Matric), Relevant Diploma or a minimum of 3 years of Property experience
• Strong Proficiency in relevant computer packages (MS Office)
• Aptitude to learn new software programs as and when required
• Advanced proficiency in Excel (Will be advantageous)
• Excellent attention to detail and numerate accuracy