Cape Town: Property Services Administrator posted by The Focus Group

About the Role

The Property Services Administrator plays a vital role in providing administrative, operational, and customer support to the Property Services function. The successful candidate will be responsible for ensuring efficient coordination, compliance, documentation control, and service delivery across property portfolios.

Key Responsibilities

• Maintain accurate filing systems per building, including service contracts, reports, building plans, council approvals, motivations, and delivery notes
• Control and manage source documentation in line with internal requirements
• Manage approval processes for budgeted and unbudgeted expenditure related to work orders, in line with authority limits
• Assist with arranging and supporting formal monthly meetings with service providers and measuring performance against service levels
• Ensure service provider meeting minutes are completed, resolved, and properly filed
• Maintain effective working relationships with local authorities (e.g. building inspectors, fire licensing authorities)
• Assist with monitoring performance-based service level agreements, penalties, and non-compliance reports
• Ensure all SLA documentation and reports are correctly filed
• Perform general administrative duties related specifically to Property Services

New Building Intake

• Liaise with contractors, development teams, and administrative teams during building handovers
• Compile and maintain emergency contact lists and supplier details
• Ensure buildings are fully prepared for operational take-on
• Manage and track snag lists and create work orders on the MyBuildings platform
• Ensure all building plans are received and copies are kept on site
• Ensure handover documentation (CDCs, Occupation Certificates) is received and filed
• Assist with understanding and supporting the tendering process
• Capture and manage contractor guarantees and warranties
• Support first-year maintenance plans
• Maintain asset registers, breakage schedules, and key registers
• Manage MyBuildings checklists and support additional requirements as requested

Student Take-In Process

• Conduct building inspections covering all technical aspects
• Assist with resolving maintenance-related issues during take-in
• Verify compliance documentation and ensure updates are accurately recorded
• Assist with OHS compliance checks
• Support administrative staff during take-in periods when required

Risk Management & Compliance

• Assist with ensuring compliance with the Occupational Health and Safety Act, local authority bylaws, and SABS/SANS standards
• Support the maintenance of OHS files (White Files) and participate in quarterly compliance reviews
• Report non-compliance to the Property Services Manager
• Assist with insurance and liability claims and accident/incidence reporting
• Manage contractor documentation, permits, site regulations, and compliance requirements
• Ensure no work orders are issued where contractor documentation is outstanding

Asset Maintenance & Management

• Coordinate the dispatch of service providers and follow up on maintenance requests
• Monitor job completion against agreed timelines and quality standards
• Manage and control reactive purchase orders and work orders
• Assist with annual building inspections under repair and maintenance leases
• Support procurement processes by assisting with quotations when required

Financial Management

• Assist with loading building expense budgets across property portfolios
• Load and maintain service contracts on PIMS, ensuring schedules are accurate and current
• Ensure service contract schedules are signed and submitted to portfolio accountants on time
• Liaise with service providers to follow up on outstanding invoices

Customer Service

• Provide professional liaison between internal and external stakeholders
• Assist with managing tenant complaints and service requests daily
• Ensure effective communication and feedback to tenants, property managers, and service managers
• Assist in managing consumables and support recoveries where required
• Attend operational meetings as requested
• Adhere strictly to deadlines set by the Property Services Manager

Reporting

• Print and review accrual reports from PIMS and reconcile open job cards
• Prepare monthly maintenance ledgers and management packs
• Assist with updating variance comments on monthly expenses
• Ensure reporting documentation is accurate, complete, and submitted on time

Skills & Personal Attributes

• Strong communication skills (verbal and written)
• Excellent attention to detail and numerate accuracy
• Ability to follow up on outstanding payments and queries
• Organised, structured, and process-driven
• Professional, proactive, and deadline-driven
• Ability to engage effectively with staff at all levels
• Strong planning, coordination, and time-management skills
• Positive, dynamic, and service-oriented mindset

Qualifications & Experience

• Minimum Requirements:
• Grade 12 (Matric)
• Relevant Diploma or minimum 3 years property-related experience