Property Administrator

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

 Tasks and Responsibilities:

• Manage data in spreadsheets and reports
• Keep records and reports up to date
• 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 that 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
• Helping in Scheduling fleet services, changing of wheels, batteries, panel beating etc.
• Assisting third party contractors when needed.
• Handle general enquiries including written, phone and email, responding promptly and courteously
• To monitor repairs and liaise with insurances for claims
• Attend office based and off-site meetings and take minutes as necessary
• Monitor contractor/supplier invoices and, subject to Property Maintenance Manager approval of work completed, present invoices to Accounts for payment or raise invoices as required
• Ensure 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

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

• 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 licence & 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