Property Administrator

  • Full Time
  • Malta

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
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