Facilities Administrator / Receptionist

Redefine Properties Limited; Centurion; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A property management company seeks a Facilities Administrator/Receptionist to deliver administrative support, maintain communication with service providers, and assist management. The ideal candidate will have a Grade 12 certificate, 2 years of administrative experience, and proficiency in MS Office. Responsibilities include answering calls, managing invoicing, and scheduling appointments. This role requires strong attention to detail, communication, and problem-solving skills, with a focus on customer and supplier liaison.

Qualifications

• Grade 12 is essential with an advantage for administrative or technical diploma.
• 2 years of general administrative experience required.
• 1 year of systems experience is necessary.

Responsibilities

• Provide administrative and clerical support to management personnel.
• Maintain communication with management and service providers.
• Monitor outstanding invoices from suppliers.

Skills

Attention to detail

Oral and written communication skills

Time management skills

Problem solving skills

Proficiency in MS Office Suite

Education

Grade 12

Administrative or technical diploma/certificate

Job description

Facilities Administrator/Receptionist

Primary Purpose of the Job

To provide administrative and clerical support to the centre management personnel, typing of letters and reports, issuing of orders, and answering calls as well as all other normal office duties. To perform to the best of your abilities all duties and responsibilities reasonably assigned to you. You will always do your best to protect and promote the business and interest of the company and to preserve its reputation and goodwill.

Key Performance Areas (KPA’s)

• Establishing and maintaining effective communication, coordination and working relationships with company personnel, management, and service providers by assisting company personnel and service providers as needed.
• Keeping management informed of area activities, any significant problems, and cleaning concerns.
• Maintaining courteous, professional relations with clients and the public.
• Related duties as required or assigned.
• Request quotes for jobs assigned by Centre/Property/Facilities manager.
• Issue orders by means of IT systems when required.
• Call out contractors as and when required.
• Collect outstanding invoices from suppliers.
• Monitor progress on all open/uncompleted jobs.
• Keep OHS files updated for Property/Facilities manager.
• Answer the switchboard and divert calls to the correct person.
• Take messages and ensure that the message is delivered timeously to the correct person.
• Attend to clients and ensure that the person being visited is informed.
• Schedule board room bookings.
• Arrange deliveries and collections of documents.
• Arrange courier services.
• File and sort post.
• Route E-mails and faxes to the correct department.
• Distribute memos and correspondence and assist with typing when necessary.
• Assist Centre Manager with collecting turnovers, credit control and any other tenant related issues.
• Keep the office neat and order stationary supplies.

Skills and competencies

• High level of integrity and professionalism
• Attention to detail
• Proficiency in MS Office Suite
• Be able to work under pressure and quick turnaround time
• Oral and written communication skills
• General administrative and report writing skills
• Conflict and dispute resolution skills
• Problem solving skills
• Computer proficiency skills
• Time management skills

Experience and Qualifications

• Grade 12 (essential)
• Administrative or technical diploma/certificate will be an advantage
• 2 years general administrative experience
• 1 year systems experience
• Technical property related experience will be an advantage
• Customer and supplier liaison experience will be an advantage
• Previous experience and / or knowledge of the property industry will be an advantage

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 themselves to undertake other work at the request of the company.