Junior Operations Managers (Residential Property Portfolio)
HR Studio
Johannesburg, South Africa
5d ago

We're looking for

An Operations Manager who will be responsible for all administrative matters relating to the Residential Property Portfolio.

This includes liaising with tenants, service providers, contractors and property owners, capturing of property, tenant maintenance issues on the Company's maintenance ticketing system (Freshdesk), as well as move-in and move-out inspections (on OneDrive and JotForm), the updating of data on Freshdesk.

Who are you?

  • You have Operations experience in property
  • Great technical knowledge
  • You have excellent written, verbal, interpersonal and organizational skills
  • You have numeracy and financial skills and appreciation
  • You have computer literacy and a thorough knowledge of the MDA property management system
  • You have the ability to adapt to a variety of environments and work demands
  • You have the ability to maintain a high level of sensitivity to client and tenants needs
  • You have the willingness to work additional hours as the demands of the job might indicate
  • You have a customer focused attitude
  • What's the role?
  • You will be responsible for :

  • Creating procedures and policies that ensure scheduled and ad hoc maintenance is completed in a timely fashion
  • Addressing and maintaining all Freshdesk tickets that have been logged
  • Monitoring Freshdesk tickets and prioritising urgent tickets, turnaround time of 24 hours with regards to ticket feedback
  • Liaising with customers, as well as internal personnel including the maintenance team
  • Strong analytical skills and attention to detail
  • Good business acumen for problem solving and dealing with maintenance queries / issues
  • Competency with large ERP systems (Freshdesk and Jotforms)
  • Confidence to deal with a range of stakeholders
  • Excellent time management skills and ability to prioritise a demanding workload
  • Proven track record of making successful decisions
  • Familiarity with data entry and analysis
  • The ability to listen and negotiate winning solutions
  • Updating of maintenance schedules
  • Managing the on-site handymen, including all overtime submissions to head office
  • Managing move-in and move-out out inspections
  • Managing cleaning, security, gardening, fibre, DSTV and waste management contractors in line with SLA
  • Purchasing maintenance supplies for the property and on-site handymen
  • Snagging and de-snagging of premises and common areas
  • OHS Act compliance on site
  • Filing of all correspondence in respect of the above
  • Develop a rapport with the tenants
  • Freshdesk administration

  • Capturing of all maintenance feedback on Freshdesk
  • Maintain customer / tenant files within the requirements of POPI
  • Support Property managers in respect of maintenance' issues for the property portfolio
  • General Administration

  • General Administration (accounts, allocation of payments, making visitors in the office feel welcome, answering of phone calls, assisting where necessary to make sure the office is run in the most efficient manner, etc.
  • Assisting the Property Manager in respect of administration requirements

  • Arranging meetings between the Property Manager and the customer / tenant where required
  • Ensuring premises are reinstated when tenants move out
  • Filing of all correspondence in respect of the above
  • Monthly Responsibilities

    Financial

  • Monitor maintenance costs and manage expenses including capturing of recoverable charges (maintenance for move-out inspections) on tenant accounts
  • Management Reports
  • Monthly building inspection report
  • General

    Ensuring that all recoveries are loaded in respect of items deemed recoverable in terms of the Lease Agreement

    Annual Responsibilities

  • All fire equipment to be serviced according to regulations, laws, and insurance requirements
  • Archiving all correspondence and files, including management of files in accordance with POPI
  • Matric
  • Minimum 2 years operations or similar experience
  • MDA or similar experience (preferable)
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