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Facilities Administration Manager

4 months ago

Sandton, South Africa Redefine Properties Limited Full time

Facilities Admin Manager:

Primary Purpose of the Job:

To ensure the effective and efficient running, management, and operations with reference to facilities administration
:

Key Performance Areas (KPA's):

  • Efficient management of the jobworkorderinvoice process flow.
  • Conduct monthly meetings with the administrative hub team.
  • Foster collaboration between the Facilities Management and administrative hub teams to optimize efficiency and adherence to workflows, thereby reducing outstanding jobs.
  • Facilitate interaction among stakeholders, ensuring adherence to processes outlined in the contract diary to minimize outstanding invoices.
  • Oversee service provider reconciliations to guarantee timely invoice payments.
  • Manage staff to ensure peak performance and compliance.
  • Take charge of establishing and maintaining effective communication and coordination with company personnel and management.
  • Fulfil related duties as required or assigned.
  • Ensure administrative functions are executed in accordance with established standards, policies, and procedures.
  • Provide management, coaching, motivation, education, encouragement, and mentorship to 8 permanent employees and 2 learners.
  • Manage Exit Entry Inspections, New Lets & Vacates, as well as the administration of Alternative Income orders, invoices, contracts, and monitoring the Leasing Tender mailbox.
  • Ensure timely payment of levies, electricity accounts, Tenant installation invoices, project invoices, and R&M invoices for 5 portfolios and several retail centers.
  • Review Power BI reports with staff and address queries arising from monitored jobs report.
  • Supervise the loading of amended or new contracts onto the contract diary by Procurement, and ensure FMs complete contract change motivation forms.

Job Specific Requirements

Job Knowledge:

  • MDA property management system knowledge
  • Good understanding of Facilities administrative procedures and systems pertaining to risks and governance

Job Related Skills:

  • General administrative skills
  • Conflict and dispute resolution with Facilities managers
  • General computer proficiency (Intermediate level) (MDA essential)
  • Time management skills
  • Written and oral communication skills
  • People Management

Job Experience:

  • Minimum of 5 years risk management experience (with preference to the property sector.

Education:

  • Grade 12 (essential)
  • Administrative, property, auditing or risk oriented tertiary qualification.

Competency Requirements:

  • Planning and Organising
  • Analysing
  • Writing and Reporting
  • Delivering Results and Meeting Customer Expectations
  • Working with People
  • Achieving Personal Work Goals and Objectives