Property Services Administrator

Duties & Responsibilities
 

• Maintain structured filing systems for all property-related documentation (contracts, reports, plans, approvals)
• Manage approval processes for work orders and expenditure
• Coordinate monthly service provider meetings and track performance against SLAs
• Maintain relationships with local authorities and regulatory bodies
• Ensure all compliance and SLA documentation is updated and correctly filed

• Assist with new building take-ons, including snag lists, contractor coordination, and documentation handovers
• Ensure all building plans, warranties, and asset registers are in place and updated
• Support tenant intake processes and ensure building readiness

• Dispatch and manage service providers for maintenance requests
• Follow up on job completion within agreed timelines
• Assist with procurement processes and sourcing quotations when required
• Monitor reactive and planned maintenance activities

• Ensure compliance with Occupational Health & Safety standards and local regulations
• Assist with incident reporting and insurance-related claims
• Manage contractor compliance documentation (permits, safety files, etc.)

• Assist with budget loading and expense tracking
• Maintain service contract schedules and ensure timely submission for payments
• Liaise with service providers regarding invoices
• Prepare monthly reports, accruals, and management packs

• Act as liaison between tenants, service providers, and internal stakeholders
• Handle tenant queries, complaints, and service requests professionally
• Ensure timely feedback and resolution of all issues

• Grade 12 (Matric) essential
• Relevant Diploma or qualification in Property Studies (advantageous)
• Minimum 3 years’ experience in property, facilities, or related administration
• Strong MS Office skills (Excel proficiency advantageous)
• Experience with property management systems is beneficial

• Strong communication and interpersonal skills
• Excellent attention to detail and numerical accuracy
• Ability to manage multiple tasks and meet deadlines
• Strong organisational and planning skills
• Professional, proactive, and solutions-driven mindset
• Ability to work effectively with stakeholders at all levels