Property & Office Administrator

Hollywoodbets; Durban; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading South African gaming company seeks a Property Administrator in Durban to manage property operations and ensure compliance with health and safety regulations. The ideal candidate will possess strong organizational and administrative skills, a bachelor's degree in a related field, and 2-5 years of relevant experience. Responsibilities include overseeing maintenance, responding to tenant inquiries, and producing reports. Proficiency in Microsoft Office is essential. The company promotes a culture of service excellence and integrity.

Qualifications

• 2-5 years of Property and Office Administration Experience required.
• Proficiency in various computer applications is necessary.
• Strong communication and interpersonal skills are essential.

Responsibilities

• Manage floor plans, parking requirements, and access control for properties.
• Coordinate maintenance and ensure quality of workmanship.
• Respond to tenant inquiries in a timely and professional manner.

Skills

Administrative & Organisational Skills

Tenant Relations & Customer Service Skills

Reporting & Analytical Skills

Leadership & People Management

Compliance, Health & Safety

Education

Completed or studying towards bachelor's degree in business or administration

Valid Driver’s License

Tools

Microsoft Office Suite

Job description

Job Description

• Administrative & Organisational Skills
• Property & Facilities Management Skills
• Tenant Relations & Customer Service Skills
• Reporting & Analytical Skills
• Compliance, Health & Safety, and Risk Management
• Communication & Interpersonal Skills
• Leadership & People Management
• Technical & Software Skills
• Problem-Solving & Operational Skills
• Project & Task Management Skills

Responsibilities

Administration

• Manage floor plans, parking requirements and access control in collaboration with the Property Administration Lead & Building Manager.
• Ensure thorough inspection of work done by the internal maintenance team and external contractors/service providers before such work is approved for payment.
• Ensure that we do not accept nor pay for sub‑standard work performed.
• Ensure that work done by internal maintenance team and external contractors/service providers is per our required standard/guide/expectation.
• Organize contractors to attend to maintenance/repair issues and liaise with tenants where applicable.
• Responsible for issuing the Housekeeper's with their daily checklists/task rosters and capturing them on the system.
• Assist the Property Administration Lead & Building Manager in the management of stock orders, including ordering of weekly stock. The incumbent will also ensure that stock reconciliations for each month is completed.
• Ensure the smooth running of the Property office, including accurate, complete and prompt filing and updating of property documentation with Compliance Office, leading in the change towards paperless, electronic filing.
• Management of petty cash / credit cards.
• Handling of day‑to‑day operational works.
• Ensure that access is afforded to all sites as required for reading of utility meters, inspections by statutory authorities and insurance company representatives etc as required.
• Ensure that the department holds a complete set of keys for all properties, recording issue of keys.
• Provision of administrative support to the Finance Team (not limited to properties/property group).
• Direct, supervise and guide the central cleaning team, landscaping team and repairs/maintenance teams when on site.
• Ensure that continuous learning takes place with regards to HVAC, Elevators/lifts, Fire Safety, Landscaping and other related key aspects in light of effective property management.
• Preparation of monthly reporting for the Property Administration Lead & Building Manager in respect of repairs and maintenance analysis, including but not limited to trends.
• Ensure timeous submission of reports within the agreed deadlines.
• Ensure that reports are accurate, complete, print ready and comply with the Group’s Reporting Standards.

Tenants

• Handle general tenant enquiries including written, phone and email, responding promptly and courteously.
• Build professional and strong working relationships with the tenants.
• Ensuring standards of excellence at all times and ensuring full compliance in letting standards are met, when dealing with tenants.
• Attend to tenant viewings.

Repairs/Maintenance/Property Upkeep

• Complete routine inspections of commercial buildings to identify areas that need repairs, upkeep or revamp.
• Directing maintenance and repair issues to the internal maintenance team or external contractors/service providers as appropriate.
• Maintain an up-to-date list of Service provider schedules, Maintenance, Contractors, Projects, Health and safety issues/snags.
• Co‑ordinate and maintain a list of emergency call‑out telephone numbers of contractors/service providers.
• Co‑ordinate and make appointments for day‑to‑day and cyclical maintenance jobs in liaison with the internal maintenance team or external subcontractors/service providers for all properties.
• Ensure all regular/routine maintenance is completed timeously.

People

• Performance must be tracked by yourself, and the onus is placed on your manager to set‑up performance review meetings with the Property Administration Lead & Building Manager.
• Living HW values of Service Excellence, Commitment, Integrity, Accountability, Enthusiasm, Ubuntu, and Innovation.
• Sustainable morale and team building initiatives.

Compliance, risk and quality

• Complying with company policies and procedures.
• 100% compliance with health and safety regulations.
• Compliance with relevant Acts/Laws/Regulations.
• Intense focus on quality with regards to communication, capturing, documentation etc.
• Ensure logical saving of all work, templates, etc. so records can stand on its own when enquiries/ investigations/audits take place.
• Produce high quality, neat, logical, succinct, easy to follow, easy to understand, formula linked work/templates/workbooks - of which is substantiated by facts.
• Ensure the above (final version) and other documents are chronologically saved/backed up.
• Declaration of all gifts.
• Non‑acceptance of kickbacks. Instances to be reported immediately.
• Declaration all conflicts of interest upfront.
• Promote a culture of confidentiality within the business with regards to the protection of personal information.
• Ensure all personal information of tenants and suppliers and other stakeholders is not shared and is maintained in a secure environment.

Growth and new markets/products

• Assist with specific tasks / projects as directed by the Property / Finance Team.

Other

• Assist / perform any adhoc tasks and company projects that may arise from time to time.

Qualifications

• Completed or studying towards bachelor’s degree in business, administration, or a related field
• Valid Driver’s License
• 2-5 Years of Property and Office Administration Experience.
• Proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint and Access).