SUMMARY:
To provide comprehensive administrative and operational support to the Property Services function by coordinating maintenance activities
POSITION INFO:
To provide comprehensive administrative and operational support to the Property Services function by coordinating maintenance activities, managing contractor and compliance documentation, administering property systems, supporting budget and procurement processes, and ensuring effective communication between internal stakeholders, service providers, tenants, and property management teams.
KPA/KPI
Property Services Administration
- Maintain organized filing systems for all assigned properties.
- Control and maintain source documents including service contracts, service reports, building plans, approvals, warranties, guarantees and compliance documentation.
- Process budgeted and unbudgeted expenditure approvals in accordance with authority limits.
- Ensure accurate record keeping and document management for audits and operational requirements.
Maintenance Coordination and Work Order Management
- Assist with the creation, monitoring and closure of maintenance work orders on MyBuildings.
- Coordinate service providers and monitor completion of maintenance activities.
- Follow up on outstanding maintenance requests and escalate unresolved issues.
- Ensure all reactive maintenance requests are actioned within agreed timelines.
New Building Take-On Support
- Coordinate administrative requirements for new building handovers.
- Maintain copies of building plans, occupation certificates, compliance documents and warranties.
- Load and maintain asset registers, key registers and breakage schedules on MyBuildings.
- Support snagging processes and ensure defects are tracked to completion.
Compliance and Risk Management
- Maintain contractor compliance documentation and permit records.
- Support OHS compliance management and ensure building files remain current and audit-ready.
- Assist with incident reporting, liability claims, and regulatory compliance requirements.
- Monitor contractor documentation before work orders are issued.
Financial Administration
- Assist with annual budget loading and budget administration.
- Maintain service contract schedules and contractor records on PIMS and MyBuildings.
- Follow up on outstanding supplier invoices and supporting documentation.
- Support monthly accrual, budget and variance reporting processes.
Customer Service and Stakeholder Engagement
- Act as liaison between tenants, service providers and property teams.
- Ensure tenant requests and complaints are attended to promptly.
- Provide regular communication and updates to stakeholders.
- Maintain professional relationships with local authorities and service providers.
Reporting and System Administration
- Generate maintenance, accrual and contractor reports.
- Assist with management packs and monthly reporting requirements.
- Maintain accurate information within PIMS and MyBuildings.
- Ensure all property-related data remains current and audit-ready.
- Create and maintain Asset Registers within MyBuildings
SKILLS AND COMPETENCIES ESSENTIAL TO THE POSITION
Business Knowledge and Skills
- Strong administrative and document management skills.
- Sound understanding of property and facilities management processes.
- Good understanding of contractor management, procurement and maintenance administration.
- Strong report generation and data management capability.
- High attention to detail and accuracy.
- Strong computer literacy, including Microsoft Office and property management systems.
- Ability to manage multiple priorities and deadlines simultaneously.
Human Capital
- Customer-centric and service-oriented approach.
- Strong interpersonal and communication skills.
- Ability to build effective working relationships with tenants, contractors and internal stakeholders.
- Professional, proactive and solution-focused mindset.
- Strong organisational and planning skills.
- Ability to work independently and within a team environment.
- High levels of accountability and follow-through.
QUALIFICATIONS AND EXPERIENCE
Qualifications
- Grade 12 (Matric).
- Diploma or Certificate in Property Management, Facilities Management, Business Administration, or related field (advantageous).
- Advanced Microsoft Office proficiency, particularly Excel (advantageous).
Experience
- 2–5 years'' experience in property administration, facilities administration, or property services support.
- Experience working within a commercial property management environment.
- Experience in contractor administration, work order management and budget administration.
- Experience using property management systems such as PIMS, MyBuildings or similar platforms.
- Sound understanding of OHS compliance requirements and contractor management processes.
- Knowledge of maintenance administration, service level agreements and procurement processes.
