Job Objectives    

• Support Property Managers and overall team with daily administrative tasks and coordination of documents through various channels (I.e., Email, Microsoft Office, etc.) ensuring efficiency in the management of relevant documents. 
• Manage purchase order processes on the relevant systems, I.e., creating, tracking and monitoring Purchase Orders on SAP Plant Maintenance. 
• Support all administrative processes in compiling process flows, policies, procedure management, maintenance budget and updating expenditures.  
• Ensure administrative efficiency in managing databases, files and records for properties team, including outsourced service providers and vendor documentation. 
• Ensure efficient administrative coordination of maintenance of the properties and management of documents with other teams, including documents for approval to relevant signatories. 
• Provide client support to issues related to property maintenance and ensure timeous feedback on all stages of maintenance progress. 
• Assist and coordinate administrative efficiency for departmental audits as per established procedures and timelines. 
• Support the property team with reports as per agreed timelines and standards, as well as following up on deadlines for document submissions, ensuring up-to-date storing of records or data.  
• Manage team diaries, organizing meetings, including the onboarding of new team members, travel booking and oversee the administrative running and efficiency of the Properties Team.

Qualifications    

• Grade 12 certificate – (essential).
• Diploma or certificate in Office Management?or a related field?- (desirable).

Experience    

• +2 years’ experience in a properties/facilities administration environment or similar with knowledge providing administrative and organisational support to a team and engaging with clients and stakeholders across functions and levels – (essential). 
• Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams and Outlook – (essential). 
• Working knowledge of property management system, preferably SAP RE – (essential).
• Knowledge of financial management principles for budgeting – (desirable). 

Knowledge and Skills    

• Energetic and vibrant, enjoys working in a dynamic, fast paced environment.
• Well-developed interpersonal skills – able to?interact, engage and maintain professional relationships with people at all levels of the corporate structure.
• Able to work under pressure, prioritize and balance numerous competing demands in a high-volume, high pressured, fast-paced working environment.
• Organized and detailed – Plans, coordinates and executes functions, practices and procedures to realize business unit goals and objectives.
• Customer orientated – Committed to providing high-quality customer service. Ensures customer needs are understood, problems timeously resolved, and expectations met.
• Excellent?written and verbal communication skills ability to convey information and data clearly, accurately and succinctly.
• Good?problem-solving skills – Comprehends new information to generate insights while proactively investigating courses of action to identify feasible solutions.
• Personal integrity – Has good judgment and discretion to manage and maintain confidentiality. Takes accountability for actions and mistakes.
• Comfortable with change and adapting to different requests