Property Maintenance Liaison Officer Full Time Job

Property Maintenance Liaison Officer – Port Elizabeth.

Minimum Requirements:

• BSc: Construction Studies/Quantity Surveying, or related Degree/Diploma
• Valid driver’s license
• Decision-making skills
• Motivated, flexible and able to function well individually and within a team
• Planning and time management skills
• Service orientation and interpersonal skills
• Excellent communication skills
• Ability to handle high pressure
• Deadline driven
• Take ownership/works independently
• Intermediate Microsoft Office Skills

Key Performance Areas:

• Maintenance and caring of buildings:
  • Inspection of the buildings, noting any possible issues to be attended to
  • Follow up meetings with contractors, (security, cleaning etc) and resolve any potential service issues
  • Handover approved quotations/invoices to Group Accountant for processing of purchase orders
  • Printing out of suppliers invoices that matches to approved quotations
  • Handle all Tenant queries (e.g. queries related to maintenance of their premises, cleaning, security, possible damage and addressing any disputes amongst Tenants)
  • Take the Tenant call, document the work to be done/complaint, visit premises to inspect damage and meet with client
  • Where repair work needed (e.g. painting etc)
  • Obtain 2 to 3 competitive quotations
  • Put forward to Directors for approval
  • Contact the Subcontractor to appoint job
  • Larger projects are controlled and overseen by the Quantity Surveyor, in conjunction with the Architect and Facilities Director
  • Once job completed by subcontractor, meet at the premises, inspect work performed and ensure work completed and done so appropriately
  • Await subcontractors invoice, sign off invoice as evidence work has been completed and inspected
  • Check rand amount to order and quotation, sign off and attach to order and hand to the Creditors Clerk for payment
  • Deal with all contractors and the related maintenance of the buildings:
• General maintenance:
  • Small repairs, leaks, painting, dry walling, electrical, water leaks, cleaning contractors, security contractors etc.
  • Must be able to distinguish with the supervision of the Legal Advisor, whether the repairs/ maintenance required is the responsibility of the Landlord or Tenant in terms of the signed lease agreement
  • Take ownership of smaller projects (project planning, costing, coordination of contractors, oversight and management to ensure work completed satisfactorily and within budget)
  • Maintain a database of all available contractors, all contact numbers are available on company mobile phone to be on call via company mobile phone (over weekends and after hours to take the emergency call and Atlas First Responding call
  • Be on call via company mobile phone (over weekends and after hours to take the emergency call and Atlas first responding call – Be the ‘middle man’ in sending out one of 24 hour contractors to see to the call out, next available opportunity and any emergencies reported from Tenants and security-related incidents)
  • Check maintenance emails for possible supplier invoices not printed and submitted for payment as well as responding to any maintenance related queries/complaints
  • Maintain a register of keys for all vacant space
  • Showing of premises to potential tenants and ensure beforehand that the space is in acceptable condition (pre-checks that building is clean, garden has been maintained etc)
  • Inspection of premises where tenants move out to ensure reinstatement done satisfactorily in accordance with the lease agreement
• Insurance:
  • Communicate insurance surveys to tenants and ensure insurance requirements are adhered to by the Tenants
  • Deal with insurance claims from commencement to finish (being pay-out)
  • Obtain case number from police station for insurance purposes (where applicable)
  • Complete insurance forms
  • Get a Director to sign off and submit to insurer
• Various office administrative duties (including not limited to):
  • Perform credit checks on possible new Tenants
  • Purchasing of office refreshments, cleaning materials etc
  • Occasionally assist Directors with personal/administrative matters

Salary: R15 000 to R30 000 per month commensurate with experience + annual bonus.

Hours: Monday to Friday 7.30 AM to 5 PM and on standby in evenings. On duty every second weekend and required to be in office on Saturday 7.30 AM to 11 AM and reachable on company cell at all times.