Business Operations Manager - Johannesburg

Headhunters

Johannesburg, Gauteng, south-africa

Requirements: Matric or equivalent. Relevant qualification/s. At least 3 years in an operations, administration or office management role. Experience in residential letting, tenant vetting, TPN and MRI (or similar property software) are a strong advantage, not a requirement. A valid driver's licence is an advantage for building visits. Clear criminal record and contactable references. A systems thinker. Able to describe a process step by step, spot the gap in it, and explain in plain words exactly what a piece of software should do differently. This will be required on a weekly basis. Numerate and careful. Deposits, lease fees, pro-rata rent, refunds and the monthly loading all run through the Business Operations Manager. Sound judgement with people. Completely comfortable living in software all day: a CRM on laptop and phone, WhatsApp, email, spreadsheets, PDFs and screenshots. Clear written English. Most of the day is written: messages to applicants and tenants, notes on deals, specifications and bug reports. Other South African languages are an advantage. Organised and self-driven. Hundreds of open items at any time, across applications, transfers, notices, loading, staff and the inbox; keep the board clean and the MD's list short. A generalist by temperament. Responsibilities but not limited to: Applications and Tenant Vetting Own the applications pipeline from the moment a form arrives to the day the tenant moves in: documents in, identity and affordability checks, TPN credit checks and credit consent, approval or decline, deposit and lease fee pricing, proof of payment, securing the unit, generating the lease and getting it signed. Make the vetting decisions. Apply the company's affordability and credit rules consistently, deal with the hard cases (expired visas, joint applications, second applicants, former tenants, blacklist matches, password-protected documents) and keep the dormant, duplicate, declined and withdrawn piles clean. Make sure no unit is ever double-booked: one unit status across the price list, applications and transfers, and a unit only comes off the market when the money is in. Communicate with applicants on the company's WhatsApp line, and with agents in the deal chat, so nobody is waiting on us without knowing why. Leads, Letting Agents and Viewings Run the lead flow. Website and WhatsApp leads are opened by our assistant and assigned to agents on a rotation; you keep the rotation fair, the response times short, the dead leads closed and the conversion numbers honest. Manage the letting agents day to day: logins and profiles, deal counts and monthly stats, incentives, extra-work pay, chasing agents who sit on leads, and sorting out disputes over who gets credit for a deal. Oversee viewings: bookings between leads, agents and building managers, weekend and after-hours viewings, and the follow-up when someone did or did not turn up. Tenant WhatsApp Service Own the Whatsapp inbox. The assistant answers tenants, logs maintenance, notices, transfers, occupant and parking requests, and hands anything it cannot finish to a person. You triage what comes through, allocate chats to the right team member, and make sure no tenant waits unnoticed. Keep Whatsapp knowledge right. Power outages, City Power claims, building rules, pricing, the application, transfer and notice processes: when the facts change, you write the update, and when the assistant gets something wrong, you correct it. Set the standard for how we talk to tenants and leads: tone, length, what the assistant may and may not say, when it must hand over to a person, and the safety rules around staff and building information. Changes to Existing Tenancies Transfers between units and buildings: the account check against MRI, the inspection request to the building manager, the costing from operations, the quote to the tenant, the new lease, and the old unit back on the price list on the day the tenant moves. Notices to vacate: logged, confirmed with the tenant, the move-out inspection booked with the building manager, and the unit back on the market with the right date. Occupants and parking: approving additions and removals, keeping the parking register reconciled with the gate system, MRI and the tenant file, and sending gate instructions. Incident reports, statements, complaints and escalations from tenants and building managers: logged, assigned, followed through to a close. Loading, Pricing and Month-end Own the monthly loading list: every new lease, transfer, move-out, parking change and fee that must reach MRI is on the Loading page, loaded in the right month, and queried back to the source when the numbers do not match. Keep the price list and the vacancy list true: units on and off schedule, correct pricing per building and unit type, and the weekly reconciliation against the building managers' vacancy checks and the MRI tenancy schedule. Raise payment requests to the Managing Director for refunds, cancelled deals and money that must move between buildings, with the paperwork attached. Helping the MD Run the Business Help manage the building managers: be their line into the office for move-ins, key releases, move-out inspections, bookings and their own CRM issues, hold them to the standard (inspections done with photos, keys released only when the office has cleared the tenant), and tell the MD when a building is slipping before a tenant does. Help manage the staff: leave, attendance, rosters, logins and permissions, staff details, new starters and leavers, and the follow-through on anything the MD has asked someone to do. Keep the suppliers', agents' and contractors' details current, and the paperwork behind payments and refunds complete. Take on the projects and one-off problems that come up in a growing business: a new process to design, a backlog to clear, a report the MD needs, a supplier to sort out, an audit query to answer. If nobody owns it, you do. General office administration as needed, and the small things that keep an office of this size running. Systems and Process Ownership The CRM is built in-house and changes weekly, driven by tickets from the team. You will be its most demanding user: you write the specification for how a screen or process should work (in plain words, with mock-ups where it helps), you test what is built, you log what is wrong with a screenshot and a clear description, and you sign off before the team uses it. When two rules collide or a process has a gap, you decide, write it down, and make sure the team and the system follow it. Approve the WhatsApp message templates we submit to Meta and the wording of anything that goes to tenants or applicants automatically. Only shortlisted candidates will be contacted. If you do not receive feedback within two weeks of applying, please consider your application unsuccessful.

a day ago

Front Office Client Services Administrator / Reception

Excellerate JHI

Western Cape, south-africa

full-time

About the role We are looking for a highly professional, confident and organised Front Office & Client Services Coordinator/Receptionist to join our centre management team. This is not a traditional reception-only position. As one of the first points of contact for the centre, you will represent both JHI and our client in your daily interactions with tenants, customers, contractors, service providers and members of the public. You will therefore need to be well presented, articulate, service-orientated and comfortable engaging with people at all levels. Alongside front-office and customer service responsibilities, the role includes significant administrative support to the centre management team, including procurement administration, supplier liaison, leasing support, management reporting, tenant turnover statistics, correspondence and query management. The successful candidate must be comfortable working in a busy environment where priorities can change quickly and where excellent service must be balanced with accurate administration and follow-through. Important working requirement: This position requires the successful candidate to work alternate weekends and, where required, public holidays, with an appropriate day off during the week. What you will bring Essential requirements To be considered for this position, you must have: Grade 12 or an equivalent qualification. At least 3 years' relevant administrative experience in a professional environment. Previous experience in a customer-facing or front-office position. Experience operating and managing a switchboard. Previous experience within a retail shopping centre, property management, hospitality or similarly client-facing environment. Practical experience in procurement administration, including obtaining quotations, raising or processing purchase orders, supplier follow-up, tracking documentation and supporting invoice or payment processes. Experience liaising with suppliers, contractors and service providers. Strong administrative skills and a proven ability to work accurately with documentation, correspondence, records and reporting. Excellent spoken and written communication skills. Excellent telephone etiquette and a confident, professional communication style. Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel. The ability and willingness to work alternate weekends and, where required, public holidays. Additional advantageous experience Preference may be given to candidates who have experience in one or more of the following areas: Procurement administration within a property, retail, facilities or corporate environment. Supplier onboarding and maintenance of supplier documentation. Processing purchase orders, invoices, quotations and supporting procurement records. Supporting leasing teams with tenant documentation, correspondence or administrative processes. Compiling management packs, reports or monthly operational information. Collecting, checking and consolidating tenant turnover or sales information. Assisting with contract, service provider or facilities administration. Working with call logging, query management, procurement or property management systems. Supporting centre management, facilities management or property management teams. The profile we are looking for You will be particularly suited to this role if you: Take pride in being the professional face of an organisation. Are confident and comfortable engaging with customers, tenants, executives, contractors and service providers. Communicate clearly, professionally and diplomatically, including when dealing with complaints or difficult situations. Have a naturally service-orientated approach and enjoy helping people. Have strong administrative discipline and are comfortable working with quotes, purchase orders, invoices, supplier documentation and reporting information. Are organised, methodical and attentive to detail. Understand the importance of maintaining accurate records and following procurement and administrative processes correctly. Can confidently manage several priorities at the same time. Remain calm and professional in a busy customer-facing environment. Work well independently while contributing positively to a team. Demonstrate maturity, sound judgement, discretion and accountability. Take ownership of tasks and follow them through to completion rather than waiting to be reminded. What you will be doing Your responsibilities will include: Acting as a professional first point of contact for tenants, customers, contractors, visitors and members of the public. Receiving and managing walk-in, telephonic and written enquiries and complaints. Providing accurate information and assisting visitors with centre-related enquiries. Managing front-desk reception and switchboard duties. Receiving tenant queries and ensuring they are directed to the appropriate team member. Logging requests and complaints on the Call & Query System. Monitoring outstanding matters and proactively following up where responses have not been received within agreed timelines. Taking and accurately relaying messages to centre management and operational teams. Maintaining up-to-date tenant, emergency and other relevant contact information. Assisting Security, Cleaning, Parking and other contractors with queries and requests. Liaising professionally with suppliers, contractors and service providers. Assisting with procurement administration, including obtaining quotations, preparing or processing purchase orders, maintaining supporting documentation and following up with suppliers. Assisting with invoice documentation and ensuring relevant procurement records are complete and submitted correctly. Maintaining procurement-related records, trackers and filing where required. Managing meeting room and auditorium bookings, where applicable. Coordinating wheelchair bookings, where applicable. Preparing and distributing tenant communications and circulars, including communication relating to service interruptions such as lifts or air-conditioning. Making PA announcements where applicable. Providing general administrative and typing support to the Building Manager and centre management team. Receiving, sorting and distributing post and correspondence. Supporting the leasing team with administrative requirements and tenant documentation. Assisting with the compilation of management packs and monthly reports. Collecting, checking and compiling tenant turnover statistics. Supporting other members of the centre management team as required. What success looks like in this role Success in this position means that: Visitors and tenants receive a consistently professional and welcoming experience. Queries and complaints are handled confidently and followed through. Suppliers and contractors receive clear, professional communication. Procurement administration is accurate, well documented and completed within required timelines. Communication is clear, accurate and professional. Administration and reporting are completed accurately and on time. The reception and front-office environment consistently reflects the professional standard expected by JHI and our client. Centre management can rely on you to take ownership, follow through and support the wider team.

9 days ago

Handyman - General Building Maintenance

Bidvest Facilities Management

KwaZulu-Natal, south-africa

full-time

ROLE PURPOSE To carry out timeous and quality planned, preventive and emergency maintenance on all specified equipment. MAIN OUTPUTS Perform tasks in accordance to job cards (work orders) issued, as per Client and Company requirements Conduct investigations, evaluation and restorations on identified equipment malfunction Carry out minor repairs and service on all electrical equipment and appliances as per SLA Perform office movement related tasks, including but not limited to, installation of furniture; shop fitting, repair doors, locks, handles, windows; replace ceiling and carpet tiles; general paint work Carry out minor repairs and service on all plumbing related equipment as per SLA Perform tier 1 inspections and repairs on all air-con related equipment Carry out inspections and report back on all fire & access equipment; fire-extinguishers, hose reels, fire-hydrants, fire-detectors & access control equipment Assist the Artisan with major repairs and services Provide constant feedback to the Facilities Manager/Service Manager/Building Manager /Resource Co-ordinator on restoration status of operations QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE The Applicant must meet the following requirements: Matric (Senior Certificate) N3 Technical (Electrical/Mechanical) Valid SA Drivers License 3yrs relevant experience in Handyman maintenance tasks Basic training on hand tools, electrical and mechanical equipment Knowledge of OHS Act & ISO 9001 Quality Management Systems FUNDAMENTAL COMPETENCIES Customer Focus Innovative Problem Analysis Planning/Scheduling/Objective Setting Teamwork & Partnering Relationship Building Interactive Reasoning

13 days ago

Property Manager - Woodlands Office Park (jhb)

Growthpoint Properties

Gauteng, south-africa

full-time

Key Performance Areas: Prepare and manage budgets Prepare analysis comparing actual income versus budget Prepare motivation for income and expenses which are unbudgeted Prepare monthly reporting on income statements (variances), vacancy reports within the deadline parameters Manage arrears in conjunction with Credit Controllers Complete monthly projections on income and expenses Manage utility recoveries and queries with utility department, facilities and administrators Management of capex alongside the Facility Manager. Management of legal alongside the credit controller. Market their properties in conjunction with the Letting Division Ensure their buildings are maintained to appropriate standards Prepare and ensure that tenants' leases are renewed, rents collected and that tenants are retained Prepare renewal sheets with information on current and budgeted charges Monthly reporting on GLA / vacancies Approve expenses letting deals and tenant installations within authority levels. Ensuring that all documentation procedures are correct and manage outstanding leases and tenant correspondence. Client visits and relationship building. Management of risk alongside the Facility Manager. Ensure their buildings are maintained to appropriate standards Ensure tenant installations and criteria (needs analysis) are conducted and attended to timeously and within budget and expectation. Manage SBU meetings including production of minutes. Provide leadership and guidance to the team (Property Admin, Building Managers etc.) Ensure performance management is done in a consistent way throughout the portfolio Requirements Experience: Minimum 5 years Property Management experience. People Management experience Education: Relevant Degree in Property Studies or any financial Management related qualification. Auxiliary official training certificates will be an advantage PPRA Compliance Knowledge: Knowledge and understanding of leasing agreements and accounting principles is a prerequisite Strong negotiating skills Must have an in depth understanding of market trends Understanding of financial statements, budgeting and variance reporting Job Specific Skills: Excellent verbal and written communication skills Well-developed interpersonal skills Ability to deliver on time and within budget Strong organizational abilities, analytical skills, accuracy and attention to detail Strong negotiation skills Competencies: Financial Accounting Principles Self-starter Employee management, coaching and mentoring Adaptability Professional and a team player Intelligent self-starter who shows initiative Flexible and adaptable with an ability to multi-task Hard worker who works well under pressure and is deadline focused and results driven Assertive, tenacious and results driven

2 months ago

Operational Administrator

Hire Resolve

Gauteng, south-africa

full-time

Job Description A leading property management company is looking for an experienced Operational Administrator with strong experience in operations administration, executive support, reporting, KPI management, and project coordination to join their team in Pretoria. The successful candidate will provide administrative and operational support to the Operations Executive, coordinate operational reporting, maintain governance documentation, monitor key performance indicators, and support continuous improvement initiatives across a property portfolio. Responsibilities: Provide comprehensive administrative support to the Operations Executive, including diary management, meeting coordination, agenda preparation, minute taking, and action tracking. Prepare weekly, monthly, quarterly, and executive operational reports and dashboards. Monitor and report on operational KPIs and identify performance trends. Maintain operational records and reporting within property management systems. Support Property Managers and Building Managers with system administration. Maintain Standard Operating Procedures (SOPs), operational policies, and compliance documentation. Coordinate operational audits and track corrective actions. Coordinate operational readiness activities across the portfolio. Analyse operational data and prepare management insights to support decision-making. Assist with operational project coordination, including milestone tracking and progress reporting. Maintain operational documentation, templates, manuals, and training records. Coordinate internal operational communications and stakeholder updates. Support continuous improvement, process optimisation, and operational standardisation initiatives. Requirements: Diploma or Bachelor's Degree in Business Administration, Business Management, Operations Management, Property Management, or a related field. Qualification in Business Analysis or Project Management will be advantageous. Advanced Microsoft Excel and Power BI skills are advantageous. Minimum of 3 years' experience in operations administration, business administration, property management administration, or project coordination. Experience preparing management reports and executive dashboards. Experience monitoring and reporting on operational KPIs. Experience using property management or business systems such as FG Nexus, MRI, MDA, or similar. Strong knowledge of business administration, operational reporting, governance processes, project coordination, and data analysis. Advanced Microsoft Excel, report writing, dashboard management, and presentation preparation skills. Excellent organisational, communication, analytical, and stakeholder management skills. Highly organised, detail-oriented, proactive, professional, and able to manage multiple priorities.

3 months ago

Receptionist / Office Administrator (cape Town)

Excellerate JHI

Western Cape, south-africa

full-time

About the role As a receptionist at our company, you will receive and handle walk-in clients and visitors and to answer switchboard in such a way that it projects a professional image of the centre and maintaining a pristine reception area, responsible for controlling the bookings for meeting rooms. General administrative support in terms of procurement administration, Support to leasing and compiling management packs, as well as collating tenant turnover statistics will also form part of this position in supporting the centre management team. The candidate will also be required to work as Customer Services Officer over some weekends or public holidays. Note also required to work on alternate weekends, with day off in the week What you will bring Inherent requirements for the position (non-negotiable) Grade 12 or equivalent 3 years relevant experience in an administrative environment. Experience on managing a switchboard Retail shopping centre experience Excellent telephone etiquette and communication skills. Computer literacy (MS Office) Additional demonstrable requirements: Experience in a client facing role in a shopping centre / property management environment will be a strong recommendation. Methodical approach to tasks and attention to detail. Ability to work collaboratively as part of a team. Ability to multitask effectively and manage multiple priorities. Strong interpersonal skills for engaging with clients, visitors, and team members. Strong administration skills. What you will be doing You will be responsible for the following: Receive walk-in enquiries / complaints from members of the public and direct and assist accordingly Assist the Security, Cleaning and Parking contractors with all requests. Give directions to the public (walk-ins) re the location of specific offices. Wheelchair bookings (where relevant) Receive tenant enquiries / complaints, (via telephone / in person / in writing). Log complaint / request on the Call & Query System and assign the query to the appropriate person. Follow up on progress of action, if feedback has not been received before deadline. Reception duties at front desk of office reception (public/tenants/contractors) Operation of Switchboard Update emergency contact numbers and tenant telephone numbers. Take and relay messages for building staff. Make bookings for auditorium, where applicable Liaise with service providers where applicable Send circular letters to clients during break-downs (example: air-con/lifts) General typing for the Building Manager Send, sort and distribute post PA announcements where applicable Assist all teams where required, including procurement and leasing Compiling tenant turnover statistics

3 months ago

Building Manager

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