Facilities Administration Manager - Gauteng, Johannesburg, South Africa - Redefine Properties

Description

Redefine Properties's job vacancy, Career and Recruitment

Job title : Facilities Administration Manager jobs in Gauteng

Job Location : Gauteng, Johannesburg

Deadline : May 05, 2024

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Primary Purpose of the Job

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

Key Performance Areas

Efficient management of the job-work-order-invoice 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

Time management skills

Written and oral communication skills

People Management

Job Experience:

Minimum of 5 years risk management experience

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

*Administrative / Management jobs in south africa
*Facilities Administration Manager in Johannesburg