Facilities Administration Manager at Redefine Properties

Primary Purpose of the Job

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

Key Performance Areas (KPA’s)

• 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 (Intermediate level) (MDA - essential)
• Time management skills
• Written and oral communication skills
• People Management

Job Experience:

• Minimum of 5 years risk management experience (with preference to the property sector.

Education:

• Grade 12 (essential)
• 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