The Focus Group
Property Services Administrator
Johannesburg
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 Job Description
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
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
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