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South Africa: Urgent Repairs & Maintenance Administrator: Bodies Corporate, Home Owners Associations, And Other Community Schemes.

Urgent Repairs & Maintenance Administrator: Bodies Corporate, Home Owners Associations, And Other Community Schemes.

Posted on 2025-02-28

Category Accounting Finance
Location ZA  /  South Africa

Job Summary

Requirements:

Matric Own reliable vehicle & valid drivers license 2 – 3 years Administrative experience Sound knowledge on MS Office Suite R&M Administration: General office administration Opening of Job Cards for R&M requests Opening of Job Cards for Insurance Claims, submitting quotes to Insurer, liaising with Assessors, Brokers, Insurers Following up on Job Cards on RMO System (in-house job card management programme) Liaising with Contractors in a daily basis for quotes Collecting, collating and providing the Trustees/ExCom with the necessary information to enable them to make a decision on appointing Contractors to attend to R&M jobs Follow-up on completion by Contractor of approved R&M jobs Getting the appropriate approval from Trustees/ExCom/Owners in order to pay Contractor invoices Submitting invoices with approvals to the Finance Department for payment Ensure that “Happy Letters” are submitted by Contractors for jobs completed Ensure Contractors use RMO system for updates and comments Match the invoice and job card for payment approval, and ensure that Contractor used the RMO job card number on his invoice as reference Keep RMO job card updated and close when job is completed, invoice is uploaded to RMO, and paid Diary Management: Scheduling of appointments with Building Managers/Caretakers/Trustees/ExCom Attending Trustee and General Meetings, if required Attending to matters arising from meetings. Feedback provided by Portfolio Manager. Assisting Owners with queries Assisting Trustees/Excom on matters applicable to scheme Liaise where necessary between Contractors/ Owners/ Trustees/ ExCom for access to Common Property or Units Meetings with Building Managers/Caretakers Cell-to-gate registrations of Owners or there tenants Keep Scheme information in Permanent Folder (on server) in a neat an organised fashion Weekly feedback to Portfolio Manager on outstanding R&M jobs Weekly to Monthly feedback to Trustees/ExCom on outstanding R&M jobs, or as instructed by Trustees/ExCom Quarterly site visit with Portfolio Manager or as required and providing the Trustees with a Site Visit Report within 7 days Communication: Ensure an effective and professional communication strategy with Trustees/ExCom/Owners/other Personnel Communication with all role players (Contractors/Brokers/Insurers/Legal /Finance/Portfolio Managers/Management) Typing of correspondence to Owners on Trustee/ExCom instruction Follow-up on complaints/queries, and provide feedback to Trustees/ExCom where required Follow-up daily on R&M jobs with all role players Dealing timeously with daily correspondence E-mail management (respond within 24-hours on emails) Telephone management (respond to all messages the same day) Liaising between Contractors and Departments and Trustees/ExCom Sending of communication through in-house systems (RMO), Portal, Outlook General: All duties within ambit and scope of the company`s daily business. Friendly, presentable, honest, hardworking, and people orientated. Professional at all times. Only shortlisted candidates will be contacted

Urgent Repairs & Maintenance Administrator: Bodies Corporate, Home Owners Associations, And Other Community Schemes. position available in ZA, South Africa. This job position was posted by . The job has been posted on 2025-02-28 in the Accounting Finance category

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