To provide specialized administrative and operational support to the Facilities Management team, acting as the central controller for maintenance workflows, financial procurement, and regulatory compliance. The role ensures that the diverse portfolio operates efficiently, data integrity is maintained, and tenants receive world-class service, thereby protecting assets and optimizing Net Operating Income.

Helpdesk & Maintenance Coordination

• Ticket Management: Act as the primary point of contact for all maintenance queries (telephonic, email, portal).
• Triage: Distinguish between emergencies, routine repairs, and tenant-responsible items.
• Dispatcher: Create and assign Job Cards in MDA Property Manager/CAFM systems to approved vendors.
• SLA Enforcement: Proactively monitor the "Open Job Report" and escalate non-performance to the Facilities Manager.
• Communication: Keep tenants informed of job status and provide at least 48 hours' notice for planned maintenance.

2. Financial Administration & Procurement

• Purchase Order Management: Create and issue POs for authorized work after verifying budget availability.
• Invoice Processing: Perform "Three-Way Matches" (PO + Invoice + POD) and ensure VAT compliance.
• Coding & Recoveries: Accurately code expenses to GL accounts (Opex vs. Capex) and identify recoverable costs for tenant billing.
• Utility Administration: Collate and validate monthly utility meter readings against historical data to identify leaks or faults.
• Budget Oversight: Monitor and manage costs and expenses within the approved budget to support cost efficiencies and responsible financial control.

3. Governance, Compliance & Risk Management

• Vendor Onboarding: Administer the vetting process (CIPC, B-BBEE, Tax Clearance, Bank Letters).
• OHS Compliance: Maintain the "Safety File" database, ensuring active contractors have valid COIDA and Public Liability Insurance.
• Regulatory Alignment: Monitor changes in legislation and industry practices; ensure compliance with governance, audit standards, and legislative obligations relevant to REMS operations.
• Risk Mitigation: Support the drafting and implementation of necessary interventions to adhere to internal policies and safety standards.

4. Operational Support & Administration

• Access Control: Coordinate contractor access by issuing security permits and notifying guard houses.
• Reporting: Prepare and distribute timeous and accurate management information (e.g., Job Card aging, budget variance, and compliance dashboards) to relevant stakeholders.
• Documentation: Maintain accurate filing and document management systems (warranties, COCs, plans, keys) to support efficient service delivery and REMS standards.

5. People & Stakeholder Management

• Relationship Management: Cultivate productive working relationships with end-users, project managers, SMEs, service providers, and senior staff.
• Service Excellence: Resolve customer queries professionally and within agreed timelines through proactive and customer-centric solutions.
• Development: Plan, coordinate, and support performance management and team culture initiatives while actively managing own development to improve competencies.