Property Services Administrator

SUMMARY:
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POSITION INFO:

Purpose of the Role

To provide administrative support to the Services Department by responding to orders, customer inquiries, invoice queries, and tenant complaints, while ensuring compliance with internal processes and service level agreements.

Key Responsibilities

Administration Management

• Maintain filing systems and control source documentation per building.
• Manage approval processes for expenditure applications.
• Coordinate monthly service provider meetings and ensure documentation is filed.
• Monitor service level agreements and compliance reports.
• Maintain relationships with local authorities.

New Building Intake

• Prepare buildings for handover and manage snag lists.
• Load work orders and asset registers on MyBuilding platform.
• Ensure all building documentation is handed over and filed.

Student Take-in Process

• Inspect buildings and assist with maintenance and compliance checks.
• Support admin staff during student intake.

Risk Management

• Ensure compliance with OHS Act, local bylaws, and SABS/SANS standards.
• Manage liability claims and incident reporting.
• Enforce contractor documentation requirements.

Asset Maintenance & Management

• Dispatch and follow up on maintenance requests.
• Control reactive purchase/work orders.
• Assist with building inspections and procurement processes.

Financial Management

• Assist with loading building expense budgets.
• Maintain service contract schedules and liaise with service providers for invoices.

Customer Services

• Handle tenant complaints and manage consumables.
• Communicate with tenants and internal teams.
• Attend operational meetings and meet deadlines.

Reporting

• Print and reconcile accrual reports and maintenance ledgers.
• Prepare management packs and update variance comments.

Candidate Profile

The ideal candidate is detail-oriented, proactive, and capable of managing multiple administrative tasks in a property services environment. They should possess strong communication skills, be deadline-driven, and able to interact professionally across all levels of staff.

Minimum Requirements

• Grade 12 (Matric)
• Relevant Diploma or minimum 3 years of property experience
• Strong proficiency in MS Office (especially Excel)
• Aptitude for learning new software
• Excellent attention to detail and numerical accuracy