Property Administrator

Role purpose

To be responsible for assisting the Property Maintenance Manager to upkeep of all the properties, functioning within the organisation.

The key duties and responsibilities of the role are as follows:

• Manage data in spreadsheets and reports
• Keep records and reports up to data
• Help maintain the budget plan
• Help in feeding the upkeep application with information
• Organize and schedule meetings and events
• Ordering of materials and getting quotations
• Checking invoices with quotations
• Incoming/outgoing mail emails
• Oversee payments and statements to suppliers are up to date
• Inputting data into ERP system on regards of Purchase orders and purchase requisitions
• Help in transferring arms bills
• Help in transfer of cars logbooks
• Scheduling fleet services, changing of wheels, batteries, panel beating etc.
• Scheduling maintenance works
• Keeping cleaning records and liaise with cleaning company accordingly
• Assisting third party contractors when needed
• Handle general enquiries including written, phone and email, responding promptly and courteously
• Monitoring repairs and liaising with insurances for claims
• Attending office based and off-site meetings and taking minutes as necessary
• Monitoring contractor/supplier invoices and, subject to Property Maintenance Manager approval of work completed, presenting invoices to Accounts for payment or raising invoices as required
• Ensuring the department holds a complete set of keys for all properties
• Recording issue of keys
• Troubleshooting problems on a day-to-day basis
• Monitoring various sites
• Other duties as required

Core competencies, knowledge, and experience

The role calls for a motivated person who thrives on daily challenges and who is able to prioritize tasks within a busy environment.

Candidates must:

• Have an O Level standard of education
• Be fluent in English and Maltese languages
• Be computer literate especially in excel forms
• Have a valid driving license & own means of transport to travel between different sites
• Be ready to work flexible hours
• Previous experience in property administration would be considered as an asset
• Be Multi-tasking between several tasks at hand