Property Coordinator

2 weeks ago

Constantia, Western Cape, South Africa Conova Full time

Our client, a property management company in Cape Town's Northern Suburbs, is looking to hire a Property Coordinator to join their team.


Key Role 1:

Responsible for property maintenance:

  • Preventative maintenance through monthly inspections and ensuring repair work flagged correctly
  • Logging inspections reports and maintenance tickets
  • On site monitoring of suppliers working on properties
  • Supplier management (first level support)
  • Monitoring, setting up and ensuring scheduled maintenance is completed
  • Sourcing quotes / materials and/or suppliers
  • Arranging emergency repairs
  • Assisting PM with restoration projects
  • Dealing with maintenance queries
  • Ensure security cameras working
  • Ensuring properties meet compliance as stipulated by insurance and OHASA
  • Purchase supplies for relevant maintenance
  • Program access controls at 12 Plein street
  • Ensure all property keys and lists are up to date and stored securely

Key Role 2:

Responsible for property administration and rentals:

  • Open property files and keep updated records of all documents and property keys
  • Ensuring suppliers quotes and invoices are correct and submitted for payment
  • Update shared information platforms
  • Maintaining stock level checks for properties and purchases
  • Arranging for potential tenants or estate agent viewings
  • Ensuring that properties are ready before and after guests/tenants check in and out
  • Tracking various key deadlines such as guest /tenants check ins and handovers
  • Ensuring all relevant paperwork is completed, signed and filed for tenant occupation and
- handovers

  • Track damages after handover and record costs
  • Updating inventory lists and market related pricing for all properties for insurance
  • Tracking and filing rental agreements
  • Obtain market valuations of properties
  • Track and update compliance documents
  • Completing insurance claims details and logging incidents

Key Role 3:

Responsible for resource management:

  • First line support for cleaning staff & queries
  • Producing monthly schedule for cleaners and after hours shifts
  • Coordinating shift changes and communicating to staff

Support Role 1:

Responsible for backup office support:

  • Answering and directing phone calls / taking messages
  • Opening gates, meeting and greeting guests
  • Ordering of office supplies
  • Ensuring office infrastructure is in working order
  • First line support for staff with regards to infrastructure
  • Ensuring office is clean and tidy
  • Coordinating deliveries and arranging courier service
  • Scanning, photocopy, filing, shredding

Support Role 2:

Responsible for after hours telephone support:

  • Monitor and respond to calls after hours if primary resource not available
  • Ensure emergency / critical incidents are dealt with immediately through sending out on call supplier
  • Notifying of all other incidents to correct parties

Support Role 3:

Add value as a team member:

  • Actively support and contribute to team goals.
  • Actively participate and add value in team meetings.
  • Share knowledge and skills with team members.
  • Be receptive to input / feedback from team members.
  • Taking full accountability for tasks responsible for.
  • Jointly plan and execute projects with colleagues.
  • Jointly track and manage achievement of goals and objectives.
  • Ensure effective management of tasks when substantial time away from office will cause significant delays.

Work experience:

  • Minimum 5 years experience in property industry and related admin
  • Familiar with google products gmail, google docs, task tracking and calendar
  • Familiar with small team, open office and working remotely
  • Valid drivers licence & own vehicle

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