URGENT ~ Repairs & Maintenance Administrator: Bodies Corporate, Home Owners Associations, and other community schemes.

SUMMARY:
Our client is seeking a strong administrator who is organised, gives strong attention to detail and has great communication skills to assist in the Repairs & Maintenance department!

POSITION INFO:
Requirements:
* Matric
* Own reliable vehicle & valid drivers license
* 2 - 3 years Administrative experience
* Sound knowledge on MS Office Suite

R&M Administration:
* General office administration
* Opening of Job Cards for R&M requests
* Opening of Job Cards for 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. Feedback provided by Portfolio Manager.
* Assisting Owners with queries
* Assisting 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
* Weekly to 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 days

Communication:
* 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
* Dealing timeously with daily correspondence
* E-mail management (respond within 24-hours on emails)
* Telephone management (respond to all messages the same day)
* Liaising between Contractors and Departments and Trustees/ExCom
* Sending of communication through in-house systems (RMO), Portal, Outlook

General:
* All duties within ambit and scope of the company's daily business.
* Friendly, presentable, honest, hardworking, and people orientated.
* Professional at all times.

***Only shortlisted candidates will be contacted***