Job Description

The Focus Group Johannesburg, South Africa 08 October 2025 Junior / Mid 0 - 0 Full Time Cost to Company 3 years - 8 years Skills Facilities Management Property Administration SAP Governance, Risk & Compliance Financial Administration Customer Service Reporting Asset Management SAP Contract Lifecycle Management (CLM) Procurement Health and Safety Compliance Industries Property Real Estate Asset Management

Purpose of the Role

To provide administrative support to the Services Department by responding to orders, customer inquiries, invoice queries, and tenant complaints, while ensuring compliance with internal processes and service level agreements.

Key Responsibilities

Administration Management

Maintain filing systems and control source documentation per building.

Manage approval processes for expenditure applications.

Coordinate monthly service provider meetings and ensure documentation is filed.

Monitor service level agreements and compliance reports.

Maintain relationships with local authorities.

New Building Intake

Prepare buildings for handover and manage snag lists.

Load work orders and asset registers on MyBuilding platform.

Ensure all building documentation is handed over and filed.

Student Take-in Process

Inspect buildings and assist with maintenance and compliance checks.

Support admin staff during student intake.

Risk Management

Ensure compliance with OHS Act, local bylaws, and SABS/SANS standards.

Manage liability claims and incident reporting.

Enforce contractor documentation requirements.

Asset Maintenance & Management

Dispatch and follow up on maintenance requests.

Control reactive purchase/work orders.

Assist with building inspections and procurement processes.

Financial Management

Assist with loading building expense budgets.

Maintain service contract schedules and liaise with service providers for invoices.

Customer Services

Handle tenant complaints and manage consumables.

Communicate with tenants and internal teams.

Attend operational meetings and meet deadlines.

Reporting

Print and reconcile accrual reports and maintenance ledgers.

Prepare management packs and update variance comments.

Candidate Profile

The ideal candidate is detail-oriented, proactive, and capable of managing multiple administrative tasks in a property services environment. They should possess strong communication skills, be deadline-driven, and able to interact professionally across all levels of staff.

Minimum Requirements

Grade 12 (Matric)

Relevant Diploma or minimum 3 years of property experience

Strong proficiency in MS Office (especially Excel)

Aptitude for learning new software

Excellent attention to detail and numerical accuracy