Property & Office Administrator

Job Description

• Administrative & Organisational Skills
• Property & Facilities Management Skills
• Tenant Relations & Customer Service Skills
• Reporting & Analytical Skills
• Compliance, Health & Safety, and Risk Management
• Communication & Interpersonal Skills
• Leadership & People Management
• Technical & Software Skills
• Problem-Solving & Operational Skills
• Project & Task Management Skills

• Manage floor plans, parking requirements and access control in collaboration with the Property Administration Lead & Building Manager.
• Ensure thorough inspection of work done by the internal maintenance team and external contractors/service providers before such work is approved for payment.
• Ensure that we do not accept nor pay for sub‑standard work performed.
• Ensure that work done by internal maintenance team and external contractors/service providers is per our required standard/guide/expectation.
• Organize contractors to attend to maintenance/repair issues and liaise with tenants where applicable.
• Responsible for issuing the Housekeeper's with their daily checklists/task rosters and capturing them on the system.
• Assist the Property Administration Lead & Building Manager in the management of stock orders, including ordering of weekly stock. The incumbent will also ensure that stock reconciliations for each month is completed.
• Ensure the smooth running of the Property office, including accurate, complete and prompt filing and updating of property documentation with Compliance Office, leading in the change towards paperless, electronic filing.
• Management of petty cash / credit cards.
• Handling of day‑to‑day operational works.
• Ensure that access is afforded to all sites as required for reading of utility meters, inspections by statutory authorities and insurance company representatives etc as required.
• Ensure that the department holds a complete set of keys for all properties, recording issue of keys.
• Provision of administrative support to the Finance Team (not limited to properties/property group).
• Direct, supervise and guide the central cleaning team, landscaping team and repairs/maintenance teams when on site.
• Ensure that continuous learning takes place with regards to HVAC, Elevators/lifts, Fire Safety, Landscaping and other related key aspects in light of effective property management.
• Preparation of monthly reporting for the Property Administration Lead & Building Manager in respect of repairs and maintenance analysis, including but not limited to trends.
• Ensure timeous submission of reports within the agreed deadlines.
• Ensure that reports are accurate, complete, print ready and comply with the Group’s Reporting Standards.

• Handle general tenant enquiries including written, phone and email, responding promptly and courteously.
• Build professional and strong working relationships with the tenants.
• Ensuring standards of excellence at all times and ensuring full compliance in letting standards are met, when dealing with tenants.
• Attend to tenant viewings.

• Complete routine inspections of commercial buildings to identify areas that need repairs, upkeep or revamp.
• Directing maintenance and repair issues to the internal maintenance team or external contractors/service providers as appropriate.
• Maintain an up-to-date list of Service provider schedules, Maintenance, Contractors, Projects, Health and safety issues/snags.
• Co‑ordinate and maintain a list of emergency call‑out telephone numbers of contractors/service providers.
• Co‑ordinate and make appointments for day‑to‑day and cyclical maintenance jobs in liaison with the internal maintenance team or external subcontractors/service providers for all properties.
• Ensure all regular/routine maintenance is completed timeously.

• Performance must be tracked by yourself, and the onus is placed on your manager to set‑up performance review meetings with the Property Administration Lead & Building Manager.
• Living HW values of Service Excellence, Commitment, Integrity, Accountability, Enthusiasm, Ubuntu, and Innovation.
• Sustainable morale and team building initiatives.

• Complying with company policies and procedures.
• 100%…