Requirements:
Fully bilingual in English and Afrikaans Able to work under pressure Financial Understanding Reliable vehicle and valid drivers license Time management Duties will include but not limited to:
Repair and Maintenance Administration Duties:
General office administration Opening of Job Cards for R&M requests, Insurance Claims, submitting quotes to Insurer, liaising with Assessors, Brokers, Insurers Following up on Job Cards on RMO System (in-house job card management programme Liaising with Contractors in a daily basis for quotes Collecting, collating and providing the Trustees/ExCom with the necessary information to enable them to make a decision on appointing Contractors to attend to R&M jobs Follow-up on completion by Contractor of approved R&M jobs Getting the appropriate approval from Trustees/ExCom/Owners in order to pay Contractor invoices Submitting invoices with approvals to the Finance Department for payment Ensure that “Happy Letters” are submitted by Contractors for jobs completed Ensure Contractors use RMO system for updates and comments Match the invoice and job card for payment approval, and ensure that Contractor used the RMO job card number on his invoice as reference Keep RMO job card updated and close when job is completed, invoice is uploaded to RMO, and paid Diary Management: Scheduling of appointments with Building Managers/Caretakers/Trustees/ExCom Attending Trustee and General Meetings, if required Attending to matters arising from meetings and provide feedback by Portfolio Manager Assisting Owners with queries and Trustees/Excom on matters applicable to scheme Liaise where necessary between Contractors/Owners/Trustees/ExCom for access to Common Property or Units Meetings with Building Managers/Caretakers Cell-to-gate registrations of Owners or there tenants Keep Scheme information in Permanent Folder (on server) in a neat an organised fashion Weekly feedback to Portfolio Manager on outstanding R&M jobs and monthly feedback to Trustees/ExCom on outstanding R&M jobs, or as instructed by Trustees/ExCom Quarterly site visit with Portfolio Manager or as required and providing the Trustees with a Site Visit Report within 7 day Additional ad-hoc duties:
Ensure an effective and professional communication strategy with Trustees/ExCom/Owners/other Personnel Communication with all role players (Contractors/Brokers/Insurers/Legal /Finance/Portfolio Managers/Management) Typing of correspondence to Owners on Trustee/ExCom instruction Follow-up on complaints/queries, and provide feedback to Trustees/ExCom where required Follow-up daily on R&M jobs with all role players Liaising between Contractors and Departments and Trustees/ExCom Sending of communication through in-house systems (RMO), Portal, Outlook