Latest Jobs 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

go to method of application »

Purpose:

To engage in the planning, management and monitoring of all aspects related to the management of his buildings and inspection of work to ensure that quality standards are maintained or improved. Also to ensure strong customer relationships are built and expectations are met and managed.

Main duties and responsibilities:

• Monthly and/or weekly meetings with security services provider;
• Compilation and distribution of minutes of above meetings within 48 hours;
• Manager to ensure effective service delivery;
• Find solutions and remedy service delivery challenges;
• Ensure effective and correct execution of Landlord and Management meeting instructions;
• Ensure that the CCTV system is in good working condition;
• Daily checking, notes and filing of attendance registers, communicate necessary contract adjustment to service provider and follow up on credit notes due;
• Report all security related incidents to the Management Team immediate via phone;
• Compilation and distribution of incidents’ reports within 24 hours to the Service Provider;
• Report all maintenance issues immediately to the Management Team;
• Monthly after hours visits to the premises and feedback report;
• Daily inspections and signing off on all security registers;
• Bi-weekly testing of the Remrad system and the recording of results in the OB book;
• Attendance of 1 parade per week;
• Inspecting of uniforms during parade attendance;
• Daily inspection on actual site short postings;
• Consultation with victims of crime on site and provide feedback post investigation;
• Undertake bi-annually evacuation exercise in conjunction with the Operational Manager;
• Representation at the Community Policing Forum and regular attendance of meetings;
• Lifts and escalators: report out of order or any OHS hazards immediately;
• Ensure daily submission of clocking reports on both buildings by Service Provider and ensure effective patrolling is done;
• Effective communication with all Service Providers over the 2-way radio system;
• Develop pro-active policies to prevent repeat incidents;
• Develop and implement monthly rating score sheets for the Security Service Provider;
• Complete monthly service rating score sheets and report results to the Service Provider and Management Team;
• Consult with the Security Service Provider on areas of improvement and ensure implementation;
• Communicate leave cycles of key security staff to Management Team an ensure the appointment of an adequate replacement;
• Ensure a copy of a valid Letter of Good Standing is on file in the Management Office;
• Ensure a valid copy of the Service Provider’s Public Liability Insurance is on file in the Management Office;
• Manage the effective removal of shopping trolleys from the parking lot by the trolley retrievers;
• Ensure that all car guards move shopping trolleys in their area of responsibility to the nearest trolley bay;
• Log call with CCTV Service Providers when required;
• Ensure all CCTV footage of incidents are saved and copied into the M-Drive within 24 hours of the incident;
• Monitor effective access control to the generator farm and perform weekly tests on the alarm system;
• Obtain a weekly list of suspicious vehicle number plates from the SAPS and Security and email to AMAX. Obtain confirmation from AMAX that the registrations were loaded onto the system;

CLEANING / LAMI CLEANING & HYGIENE SERVICES (INCLUDING PEST CONTROL)

• Monthly and weekly meetings with Cleaning Service Provider;
• Compilation and distribution of minutes of the above meeting within 48 hour;
• Manage to ensure effective service delivery;
• Find solutions and remedy service delivery challenges;
• Ensure effective and correct execution of Landlord and Management meeting instructions;
• Ensure all equipment is on site according to the SLA;
• Daily checking, notes and filing of attendance registers, communicate necessary contract adjustment to service provider and follow up on credit notes due;
• Report all cleaning related incidents to the Management Team immediately via phone;
• Ensure all site dedicated equipment is in good working condition;
• Report all maintenance issues immediately to the Management Team;
• Weekly house-keeping inspections of all cleaning facilities;
• Daily inspections and signing off on all cleaning registers;
• Verification of the cleaning consumables register;
• Attendance of 1 shift handover per week;
• Inspecting of uniforms during shift over attendance;
• Daily inspection on actual site short postings;
• Reconciliation of cleaning consumables deliveries with purchase order and invoice;
• Ensure safe and effective storage of cleaning consumables;
• Update material safety data sheet if applicable;
• Lifts and escalators: weekly deep cleaning in conjunction with Cleaning Manager;
• Ensure a copy of a valid Letter of Good Standing is on file in the Management Office;
• Ensure a valid copy of the Service Provider’s Public Liability Insurance is on file in the Management Office;
• Effective communication with all Service Providers over the 2-way radio system;
• Ensure the Service Provider deploys wet floor signs in the presence of moisture on floors;
• Develop and implement monthly service rating score sheets for the Cleaning Service Provider;
• Complete monthly service rating score sheets and report results to the Service Provider and Management Team;
• Consult with the Service Provider on areas of improvement and ensure implementation;
• Communicate leave cycles of key cleaning staff to Management Team and ensure the appointment of an adequate replacement;

LANDSCAPING / BERTHA WIUM LANDSCAPING ARCHITECTS​​​​​​​

• Monthly meetings with Landscaping Service Provider;
• Compilation and distribution of minutes of above meeting within 48 hours;
• Manage to ensure effective service delivery;
• Find solutions and remedy service delivery challenges;
• Ensure effective and correct execution of Landlord and Management meeting instructions;
• Ensure all equipment is on site according to the SLA;
• Daily checking, notes and filing of attendance registers, communicate contract adjustment to Service Provider and follow up on credit notes due;
• Report all landscaping related incidents immediately to the Management Team;
• Ensure all site dedicated equipment is in good working order;
• Report all maintenance issues immediately to the Management Team;
• Weekly house-keeping inspections of Landscaping storeroom;
• Weekly inspection of the irrigation system;
• Ensure the effective operation of the irrigation system;
• Ensure all Service Providers are issued with reflective vests and are wearing it at all times;
• Inspecting of uniforms once a week;
• Daily inspection on actual site short postings;
• Assist site supervisor with necessary guidance and advice;
• Ensure all landscaping materials are stored in a safe manner;
• Update material safety data sheet if applicable;
• Communicate short postings or late arrivals via email and early departures to the Service Provider and demand a credit note:
• Ensure a copy of a valid Letter of Good Standing is on file in the Management Office;
• Ensure a valid copy of the Service Provider’s Public Liability Insurance is on file in the Management Office;
• Effective communication with all Service Providers over the 2-way radio system;
• Ensure the effective and timely execution of reasonable instructions;
• Develop and implement monthly service rating score sheets for the Landscaping Service Provider;
• Complete monthly service rating score sheets and report results to the Service Provider and Management Team;
• Consult with the Service Provider on areas of improvement and ensure implementation;
• Communicate leave cycles of key landscaping staff to Management Team and ensure the appointment of an adequate replacement;
• Progress inspections: Cultivation and cleaning of beds, removal of weeds, spit and turn intervals, irrigation intervals, collection and removal of leaves and rubbish;
• Ensure all staff is issued and utilising protective equipment;

WASTE REMOVAL / WASTECO​​​​​​​

• Monthly and weekly meetings with Waste Removal Service Provider;
• Compilation and distribution of minutes of the above meeting within 48 hours;
• Manage to ensure effective service delivery;
• Find solutions and remedy service delivery challenges;
• Ensure effective and correct execution of Landlord and Management meeting instructions;
  • Ensure all equipment is on site according to the SLA;
• Daily checking, notes and filing of attendance registers, communicate necessary contract adjustment to Service Provider and follow up on credit notes due;
• Report all waste related incidents to the Management Team immediately;
• Ensure all site dedicated equipment is in good working condition;
• Report all maintenance issues immediately to the Management Team;
• Weekly house-keeping inspections of all waste facilities;
• Daily inspection of mini waste collection areas;
• Daily inspections and signing off on all waste registers;
• Oversee the removal of skip collections from Council, sign off and file lift receipts;
• Weekly inspections of uniforms;
• Daily inspection on actual site short postings;
• Spot checks of the daily effective cleaning of waste bins and areas;
• Ensure safe and effective storage of cleaning chemicals;
• Update material safety data sheet if applicable;
• Spot check of deep cleaning of waste assembly areas;
• Ensure a copy of a valid Letter of Good Standing is on file in the Management Office;
• Ensure a valid copy of the Service Provider’s Public Liability Insurance is on file in the Management Office;
• Effective communication with all Service Providers over the 2-way radio system;
• Develop and implement monthly service rating score sheets for the Waste Service Provider;
• Complete monthly service rating score sheets and report results to the Service Provider and Management Team;
• Consult with the Service Provider on areas of improvement and ensure implementation;
• Communicate leave cycles of key waste staff to Management Team and ensure the appointment of an adequate replacement;

GENERAL DUTIES​​​​​​​

• Printing and filing of official email communication between Service Providers and CM;
• Open, maintain and update a file for every Service Provider where related documentation are stored according to requirements;
• Attend to Service Provider related incidents during and after hours;
• Report all maintenance issues to the Management Team;
• Regular walkabouts with all Service Providers;

The above duties are the main duties required to be successful in this role, however, the employee can be requested to perform other duties and responsibilities from time to time during his/her employment with the company, based on its operational requirements. The job title does not define or restrict the employment relationship and it is required within reason that the employee avail him/herself to undertake other work at the request of the company.

Education:

• Grade 12 (essential) 
• Relevant technical/trade certification (desirable)
• Facilities management certificate (desirable)

Job Experience:

• A minimum of 3 years Soft Services management experience (essential)

Job Knowledge:

• OHSA knowledge and its application (essential) 
• General building maintenance (essential) 
• Functional knowledge of procurement processes (essential)
• BMS knowledge (essential)
• Technical Air-conditioning knowledge (essential)

Job Related Skills:

• Computer literacy skills (essential) 
• Verbal and non-verbal communication skills (essential) 
• Functional report writing skills (essential) 
• Time management skills (essential) 
• Functional numeracy skills (essential) 
• Problems solving skills (desirable)
•  People management skills (desirable)

Essential

• Reliable
• Safety Conscious
• Organising
• Technically Capable
• Manually Capable
• Communicating