Assistant Residence Manager

2 weeks ago

Pretoria, South Africa Centurion Growth Full time

The incumbent will be responsible for all the facilities and operational aspects of one or multiple residences and assist the Residence Manager in managing facilities and relationships with the relevant stakeholders. The role also includes effective administration and front of house services for all internal and external customers at residence level and requires oversight responsibility when the Residence Manager is not on duty / not present.

**Qualifications**:
Minimum grade 12
Relevant degree or diploma will be an advantage

**Minimum experience**:
Minimum of 5 years relevant experience in property / facilities management
Experience in student accommodation and services is advantageous, but not a pre-requisite
Skills and attributes
Strong verbal and written communication skills
Ability to build sound relationships/ Customer focus
Assertiveness
Accuracy and attention to detail
General problem-solving skills.
Ability to independently follow though and prioritise workload, meet deadlines while working in a service orientated environment with frequently changing priorities.
Working knowledge of the Occupational Health & Safety legislation.
Ability to coach staff and deliver honest feedback in a manner which encourages and motivates performance
Ability to set clear personal example of behaviours and standards required of staff members.
Facilities Management
Reports to Residence Manager.
Assumes responsibility for the effective facilities management of the property.
Coordinates and arranges third party services of maintenance contractors, suppliers, vendors, housekeeping services, security service etc. Deals with contractors and supplier on a daily basis.
Liaises with Residence Managers with regards to operational initiatives as well as maintenance work activities within the residence.
Conducts periodic inspections of facilities, assesses problems and needs, and implements improvements in operations as appropriate. - Coordinates maintenance activities. Ensures that facilities are clean, well maintained, and in good repair.
Directs preventive maintenance procedures with the guidance of the maintenance manager.
Ensures that the property operations are following established procedures, policies, regulations and codes.
Conducts periodic reviews of existing policies and procedures to ensure maximum efficiency.
Accurate property administrative records are kept and maintained.
Assist in monitoring third party contracts and services including:

- Access Control
- Cleaning
- Maintenance
- Security
- Council utility supply departments when supply interruptions occur
Monitor and execute the provision of the following at a residence level:

- Cleaning
- Security
- Maintenance of both physical structure as well as FF&E.
Financial Planning
Assists Residence Manager in developing short
- and long-term residence operational cost budgets.
Executes established operational goals and ensures that corporate wide plans are complemented and supported.
Estimate new operating costs
Ensure recovery of any expenses not included in the all-inclusive rental amounts
Check and authorise payment of accounts, within an agreed mandate
Authorise cleaning, consumables, electrical and general maintenance orders, within an agreed mandate
Retrieve and report municipal billing to Head Office
Operational Management
Provide effective administrative and front of house services.
Assist in co-ordinating, executing and monitoring policies and services.
Effective record keeping and liaison with Residence Manager & Residence Life allocations
Accurate, orderly and accessible residence records, including student records.
Effective co-ordination and training of Res Fellows and Reception staff.
Manage the reception services, be the first point of contact for residents, visitors and guests.
Maintain the official noticeboard for relevant student housing & Residence Life information.

**Occupational Health & Safety**: Compliance
Ensure that Health and Safety legislation is adhered to at a residence level.
Act as the residence First Aider and manage the First Aid kit and recording of all incidents. Act as the OHS Representative
Assist with effective Health and Safety campaigns held within the residence.
Assist in identifying Health and Safety risks identified and resolving these.
Maintain a safe residence for students, staff, guests and visitors
Intake process
Well managed student registration and de-registration process.
Effective recording of all room allocations.
Student information cards completed, accurate and accessible
Create and maintain a performance culture developed with all team members having a strong student / client care focus
Effective management of residence records on student manager software
Search and view applicants
Print / view booking scheduler
Room changes and room swops
Draw residence reports
Print / export arrivals and departure reports.
More about our client
Our client provides modern purpose-built accommodation (PBSA) for students in ter

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