Property Coordinator

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
- Co-ordinating 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
- Co-ordinating 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