Facilities Administrator/East London – This position requires performing duties such as recording, posting and processing day to day facilities transactions and job cards for repairs and maintenance items with regards to a portfolio of commercial properties.
Post-secondary course in bookkeeping (advantageous)
2 years related experience within the Property Industry
Finance experience in account reconciliation and creditors
Highly skilled in Microsoft Excel, Word and Outlook
Code 08 Drivers License
Ability to meet deadlines
Highly detail orientated and organised
Ability to demonstrate flexibility with changing priorities
Strong interpersonal and communication skills
Ability to work under pressure
Duties and responsibilities:
Load maintenance jobs on MDA Property System and ensure all jobs updated
Contacting subcontractors for quotations where necessary
Once job cards are received back, obtain originals signed by Property Manager
Maintenance meetings preparation and organizing weekly
Assign jobs on MDA to Property Managers to ensure work completed
Close all jobs where required
Update relevant corrections and print necessary copies for meetings
Keeping record of timesheets for relevant labour charges and invoices with consumables/materials used.
Billing relevant tenants for labour and materials
Assist and provide guidance to Maintenance Supervisor where necessary
Obtain quotations from subcontractors
Complete Credit applications, scanning, filing and saving in Facilities file system
Involve creditors and collate company docs for adding as a supplier
Load orders to MDA as requested by bookkeepers timeously for payments and return to them
Ensure invoices are signed by operations and monitoring approval invoices with Property Manager
Submitting payment packs via MDA for payment to creditors
Reconciling accounts monthly
Answering queries and preparing spreadsheets for expenditure for creditors
Assisting Property Managers with logging jobs for all items identified during property inspections
Salary – R12 – R16k (depending on experience)
Online applications will receive preference, ensure you upload a head and shoulder photo, alternatively e-mail CV with qualifications and recent head and shoulder photo to firstname.lastname@example.org, ensure you use "FACILITIES ADMINISTRATOR" as a reference in the subject field.
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