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South Africa

Administrator: Repairs and Maintenance

Company City Property Administration
Reference # VM007
Published 21/02/2020
Contract Type Permanent
Salary Market Related
Location Pretoria, Gauteng, South Africa
Introduction
City Property Administration (Pty) Ltd is a residential and commercial property management company that has been operating since 1968 with their headquarters in Pretoria and a supporting office in Johannesburg. City Property transforms buildings and injects fresh vitality into our inner cities. We provide sophisticated, modern and cosmopolitan retail spaces, offices, warehouses and apartments that ensure that those who live and work in the CBD enjoy the best South Africa’s cities have to offer.

The Inhouse Maintenance Department in Pretoria has a position for an Administrator: Repairs and Maintenance. If you believe you meet the requirements for this position, then please send through your CV.
Job Functions Administration
Industries Facilities & Property Management
Specification
•Receive job cards from Property Managers via MDA, issue order to In-House and submit to In-House Manager
•All job cards to be processed by COB daily
•Verify deferred job cards regularly and action as per instruction on MDA
•Send e-mails to PM’s pertaining to amendments that Supervisor has and amend In-House order accordingly when received back from PM’s (deferrer’s)
•Ensure that all orders are changed to “In Progress” once issued
•Check daily if Storeman received orders for stock handed out
•Give stock orders for approval to Manager
•Capturing & filing of stock orders onto relevant spreadsheet to be done daily
•Assist storeman where necessary including receiving stock from Valhalla if he is elsewhere occupied,
•Stock control (including stock taking checks together with Storeman)
•Balance spreadsheet totals with actual stock on hand (Storeman) by close of business every 2nd Friday.
•Report any irregularities to Manager immediately
•Ensure that timesheets for the previous day are handed in the following day by the Supervisors and drivers.
•All timesheets must be captured by close of business each Friday.
•Hand Supervisors copies of Attendance Register on 1st day of each month for each handyman and ensure that it is received back from Supervisor on the last day of the month and filed
•Receive keys from vacate orders by PM’s and ensure that each key is updated properly and hang up all keys daily.
•Do audit of keys on a monthly basis (by 25th) and compare to Vacancy List.
•Ensure that we have copies of keys of occupied units in the safe and update Key Register daily.
•Do a weekly audit of the Key Register Book for all keys signed out by PM’s, Supervisors and outside contractors and determine which keys are not returned and do the necessary follow up.
•Capture leave forms of Handymen and Supervisors.
•File leave forms on a weekly basis.
•Order stationery.
•Book monthly fumigation with Steiner.
•Prepare all relevant documents (notices, memorandums etc) for delivery:
•Warning letters/Notice of Terminations
•Prepare memorandums for Managing Agents.
•Prepare vacate guidelines & price list vacating tenants
•Issuing letters to tenants relating to units being sold.
•Recon of letters – Data Management (increases and statements)
•Recon of letters – Credit Controllers (cancellations and furniture removal)
•Recon of daily letters
Requirements

•Matric required.
•1 - 2 years’ experience in administration.
•Data capturing/ typing skills.
•Administration and filing.
•Computer literacy
•Knowledge of MDA (or other property systems).
•Accurate handling of documentation.
•MS Office – Essential
Job Closing Date 28/02/2020
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Last Updated: 13-2-2020 [20.02.01.00]
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