SUMMARY:
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POSITION INFO:
Job Overview
A leading property management division is seeking an Operations Support professional to assist in the administration, technical coordination, and financial oversight of a student accommodation portfolio. The role requires a detail-oriented individual with strong communication, planning, and technical skills to support the efficient management of building assets and service providers.
Key Responsibilities Portfolio Administration
- Manage and file correspondence, documentation, drawings, reports, and task briefs.
- Handle internal and external communications professionally.
- Compile monthly technical services reports and expenditure applications.
- Utilize software for asset management, repairs, and maintenance cost control.
- Participate in property management, development, and service provider meetings.
- Apply HR and industrial relations procedures (Labour Relations Act).
- Implement company policies, technical specifications, and contract terms.
- Manage procurement processes nationally.
- Coordinate audits and submit tenders and proposals for new business.
- Oversee documentation handover for new developments and upgrades.
- Maintain and file electrical compliance certificates.
- Ensure major expenses align with budget timelines.
- Communicate with stakeholders regarding maintenance and service work.
- Ensure contracted services meet service agreement standards.
- Provide reports to Asset Managers and attend monthly portfolio meetings.
- Assist with day-to-day maintenance issues and service contract audits.
- Support compilation of expense schedules, ops cost schedules, and national rates.
- Monitor staff performance and training needs.
Financial Budgeting and Cost Control
- Assist in formulating and managing annual repairs and maintenance budgets.
- Update planned maintenance budgets and control expenditures.
- Manage facilities cost allocation and recovery.
- Expedite orders and invoices and adjudicate tenders/quotations.
- Apply expenditure and authority limits procedures.
- Provide operating cost budgets for new developments.
Technical Support and Service
- Attend property-related meetings and support new developments and inspections.
- Liaise with customers regarding service requests and deficiencies.
- Coordinate with service providers for query resolution and service delivery.
- Ensure fair use of service providers per company policy.
- Liaise with local authorities and government departments.
Maintenance of Building Assets
- Maintain building assets per investment strategy and benchmarks:
- Mechanical, electrical, civil, structural, security, fire control, garden reticulation, lifts, escalators, and conveyors.
- Conduct annual building condition audits and due diligence surveys.
Candidate Profile
The ideal candidate will demonstrate:
- Strong communication and time management skills.
- Innovative thinking and process adherence.
- Professional interaction with tenants and landlords.
- Reliability, transparency, and a positive attitude.
- Assertiveness and empathy in client and staff engagement.
- Organizational and planning capabilities.
- High moral standards and motivation.
Skills and Competencies
- Communication, planning, organization, and deadline management.
- Professionalism and leadership by example.
- Sensitivity to operational and human capital needs.
- Ability to foster a productive office environment.
Qualifications and Experience
- Grade 12 (Matric) and a relevant Diploma or Degree in Property Studies.
- 1–3 years of experience in property management.
- Proficiency in MS Office and Excel.
- Strong attention to detail and numerical accuracy.
