Property Administrator

3 days ago

Cape Town, South Africa Tower Group Full time

**Position : Property Administrator**

**Location : Cape Town**

**Report : Senior Property Services Manager**

**PURPOSE OF JOB**

Respond to orders, general customer inquiries, invoice questions, and customer complaints.

**_ Helpdesk_**
- Attend to daily logged calls on the helpdesk/MyBuildings.
- Logging and follow-up of complaints or other requests received from tenants for services to be rendered.
- Checking and advising the PSM on the client’s mandates
- Ensuring supporting documents are attached to Helpdesk/MyBuildings system.
- Allocating work orders to directly employed Property Service Management.
- Tracking job progress when call was logged, PO created, vendor completing to capturing invoices and report overdue work orders.
- Fast and efficient handling of calls received by helpdesk. Assign job cards to internal maintenance operatives and PSM. Immediate logging of the calls and supply reference #'s to the requester.
- Attending to follow ups and escalations of work orders daily.
- Accepting and completing of job cards and closing of work orders.
- Liaise with contractors, Building Managers, Property Manager and Facilities Manager to ensure all parties are up to date with current issues/changes.
- Notifying responsible supervisor of work to be carried out.
- Assist Property administrator with the uploading of tenants on MyBuildings.
- Follow standards of the helpdesk procedures.
- Adhere to deadlines set by management.

**_ Invoice Management_**
- Checking/Audit all received invoices daily.
- All vendor’s invoices received to be checked against

compliance checklist.

Check coding of invoices as per the code supplied by the requester of the job card.
- Ensuring that correct paperwork is attached to invoice.
- Follow up and resolve non-complaint invoices.
- Reconciliation of vendors statements

**_ Reporting_**
- Prepare and report on daily progress report of helpdesk/MyBuildings. Report overdue work orders.
- Assist with accrual report per Service Manager from the system (monthly).

**_ Vendors_**
- Loading vendors on PIMS2 / MyBuildings.
- Manage vendor’s documentation are in line with procedure documentation (monthly)
- Assist contractors on MyBuildings (daily).
- Assist finance department with SLA invoices (monthly).
- Update Vendor files with the required documents (monthly).
- Audit approved vendor list and report noncompliance to PSM (monthly).

**_ Query Resolution_**
- Escalations of unresolved logged calls to Management.
- Resolve queries allocated by Management.
- Inform management of recurring problems.

**_ General_**
- Follow Procurement standards and procedures. (as per Eris Procurement requirements).
- Complete insurance claims and send to insurer

**KEY COMPETENCIES**
- Very strong communication skills.
- Excellent attention to detail and numerate accuracy.
- Innovative thinking and ability to follow process.
- Dynamic and enthusiastic.
- The ability to interact professionally with individuals at all levels of staff.
- Competent time management skills
- Professional attitude and capability and personal initiative.
- Be deadline driven.

**QUALIFICATIONS AND EXPERIENCE**

**_ Qualifications_**
- Matric (Must)
- Relevant degree or diploma Equivalent (added advantage)

**_ Experience_**
- A minimum of 3 years’ property experience

**_ Skills_**
- Strong Proficiency in relevant computer packages (MS Office) and software packages (PIMS & MyBuildings)

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