Real Estate Portfolio Administrator

1 week ago

Cape Town, Western Cape, South Africa Tower Group Full time
Job Description

We are seeking a highly skilled Real Estate Portfolio Administrator to join our team at Tower Group.

The successful candidate will be responsible for providing administrative support to the Services Department and its customers, ensuring compliance with internal requirements and external regulations.

Main Responsibilities
  • Administration Management
    • Maintain accurate and up-to-date filing systems in accordance with company policies.
    • Manage source documentation and ensure all relevant documents are stored securely.
    • Process budgeted and unbudgeted expenditure applications for service providers.
    • Collaborate with service providers to resolve issues and improve service levels.
    • Develop and maintain relationships with local authorities to ensure compliance with regulations.
    • Monitor performance-based service level agreements and report any non-compliance.
    • Perform general administration duties related to Property Services.
  • Risk Management
    • Ensure all assets comply with Occupational Health and Safety Act and SABS/SANS standards.
    • Conduct regular meetings with building staff to review OHS files and identify areas for improvement.
    • Report all incidents and near-misses to the Property Service Manager/s.
    • Liaise with insurance companies to resolve liability claims.
    • Manage service provider documentation in accordance with procedure guidelines.
    • Collaborate with Procurement Department to maintain required documentation and enforce procedures.
    • Utilize MyBuildings Platform to manage processes and documentation.
  • Asset Maintenance & Management
    • Issue work orders on the MyBuildings Platform and dispatch service providers as needed.
    • Follow up on job completion and satisfaction within agreed time schedules.
    • Manage re-active purchase/work orders raised on the MyBuildings system.
    • Assist Property Service Manager/s with compiling comprehensive annual building inspections.
    • Obtain quotations for ad-hoc maintenance when required.
  • Financial Management
    • Loading of building expense budgets onto financial software.
    • Load service contracts onto contractors' screens and ensure schedules are up-to-date.
    • Liaise with accounts department to resolve invoice issues.
    • Liaise with service providers to resolve invoice issues.
    • Manage helpdesk to understand authority limits and procurement policy.
  • Customer Services
    • Liaise with internal and external clients in a professional and courteous manner.
    • Assist with managing consumables and recoveries where necessary.
    • Helpdesk support for tenant complaints.
    • Ensure all complaints are attended to and escalated if necessary.
    • Communicate and provide feedback to tenants, Property Manager, and Service Managers.
    • Attend operational meetings to stay updated on progress.
    • Adhere to deadlines set by Property Services Manager/s.
  • Reporting
    • Manage accrual reports from financial software and compare with open job cards.
    • Ensure service contractual schedule is signed by Property Service Manager/s and provided to portfolio accountant.
    • Assist with compiling management packs for Property Service Manager/s.
    • Update action items on minutes (service-related items only) by agreed dates.
    • Update Variance Comments on financial software for monthly expenses.
    Requirements
    • Essential Skills
      • Grade 12 (Matric), Relevant Diploma or a minimum of 3 years' Property experience.
      • Strong proficiency in MS Office and ability to learn financial software packages.
    • Desirable Qualities
      • Very strong communication skills.
      • Excellent attention to detail and numerate accuracy.
      • Innovative thinking and ability to follow process.
      • Dynamic and enthusiastic individual.
      • Competent time management skills.
      • Professional attitude and capability.

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