Operations Assistant

Excellerate Jhi; Gauteng; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A leading property management firm in Gauteng is seeking an Operations Assistant to support property management functions. This role involves coordinating operational services, managing insurance claims, and maintaining relationships with tenants and contractors. Candidates should have a Grade 12 qualification and 1–2 years of relevant experience in facilities or operations management. Proficiency in MS Office and knowledge of SAP is required.

Qualifications

• Minimum 1–2 years of experience in Facilities or Operations Management.
• Experience in coordinating daily operations.
• Basic contract management abilities.

Responsibilities

• Assist with insurance claims and report management.
• Liaise with contractors and internal staff regarding operations.
• Prepare emergency flysheets and conduct general admin duties.

Skills

Proficiency in MS Office

Excellent communication skills

Basic numeracy skills

Education

Grade 12 qualification with Accountancy

Tools

SAP

MDA

Job description

Who we areWe are a leading real estate services company that combines global standards with specialised local knowledge to create customisable high-performance solutions for our clients.

We advise property owners and occupiers on every aspect of their property strategies and assist them in the development, buying, selling, leasing, valuing and management of their assets.

Our dedication to quality and excellence sets us apart in the industry.

Why choose us

Be part of a forward-thinking culture that values entrepreneurial spirit and celebrates your best work.

Collaborate with talented property professionals, leverage unparalleled resources, and enjoy opportunities for both personal and professional growth.

At JHI, your contributions are encouraged and celebrated, ensuring a rewarding journey as you advance in your career.

About the role

We are seeking an Operations Assistant to establish and maintain effective support services for the property management functions, primarily the assistance to Operational Managers in the Portfolio.

To maintain long term Tenant, Contractor and Operational Manager relationships.

To create and maintain control schedules for insurance claims and reports, assistance in take-back and take-on inspections, schedules for the services of Generators, Booster Pumps, Fire Equipment, Sprinklers, Transformers / Switchgear, HT / LT, Infra-red inspections, Roofs / Gutters, OHS Act, Electric Fencing, Air-Conditioning, Roller shutter doors.

Assist together with team on Parking audits and file centrally once completed.

To follow up on quotations from Contractors.

Preparing flysheets for signature by Pprtfolio Managers in case of emergencies.

What you will bring

Inherent requirements for the position (non-negotiable)

• Minimum Grade 12 qualification with Accountancy as a subject.
• Between 1 -2 years of relevant experience in Facilities or Operations Management.
• Experience in overseeing daily operations and coordinating team efforts.

Additional demonstrable requirements:

• Proficiency in computer applications including MS Office (Excel, Word, Powerpoint), as well as business systems such as SAP and MDA.
• Awareness and implementation of quality standards.
• Basic contract management abilities.
• Proven experience in managing and maintaining service level agreements (SLAs) with vendors and service providers.
• Working knowledge and understanding of lease conditions.
• Administration principles and reporting expertise.
• Understanding of cost budgeting and control.
• Working knowledge of statutory requirements, including the Occupational Health and Safety Act.
• Excellent communication skills (verbal and written).
• Proficiency in basic numeracy skills.

What you will be doing

In this role, you will be : Create a spreadsheet to control daily insurance claims submitted.

Populate photos in standard take-on and takeback report and send to Operational Manager for comments and finalization of report.

Create spreadsheet to control and action the following services :

1. Generator Services.
2. Fire Equipment.
3. Sprinklers.
4. Booster Pumps.
5. Transformers and Switchgear.
6. HT / LT.
7. Infra-red Scanning.
8. Cleaning of Gutters.
9. Roof Guarantees.
10. Electric Fencing.
11. Air-Conditioning.
12. Roller Shutter Doors and various other services.

Reminder to Operational Managers to complete OHS Act Inspections and receiving completed tick sheets for safe keeping on common area.

Sending out letters to tenants with OHS Act Tenant tick sheet with d-date on return of completed and signed documents.

Follow up on quotations from contractors.

In case of emergency prepare flysheets and forward to Portfolio Manager.

Assist Operational Managers in general admin duties in case of emergency or on leave.

Liaison with relevant external contractors or tenants where applicable.

Liaison with relevant internal staff regarding building issues.

Scanning of Electrical Compliance Certificates to SAP Ordering and Stock Control of Stationery.

If you are ready to take the next step in your career and make a significant impact in property management, we encourage you to apply for the Operations Assistant position.

Bring your expertise in facilities management, budgeting, and tenant relations to our dynamic team.

JHI is committed to striving for diversity and equitable representation in our workforce.

Preference may thus be given to suitably qualified candidates as identified in our employment equity plan.

Persons with disabilities are encouraged to apply.