Job Description

Position Purpose:

To provide administrative support to the property department to ensure the effective Port Oversight Role as envisaged in the

National Ports Act (Act 12 of 2005).

To maintain accurate and formal records of all port Facility and Property Management administration, utilities & rate

accounts, tenant inspections, and update maintenance & risk plans continuously.

Position outputs:

Ensure scheduling all pre-occupations, post-occupations, minor and major inspections are undertaken in terms of TNPAs

maintenance manual and maintaining records.

Record faults and tenant queries, assist Facilities Manager to ascertain extent of repairs and schedule follow up inspections

once repairs have been effected.

Preparation & processing accounts for payment (rates, refuse, electricity, water). Capture all accounts for verification by

Facilities Manager

Administrative support on Soft Services contracts

Setting up and attend managers meeting/clients, booking of boardrooms, taking and distribution of minutes, notes, etc. to

internal and external clients.

Request BBBEE certificates throughout the year from clients and update spreadsheet for Head Office.

Request Tax Clearance Certificates from Tenants annually.

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Request Public Liability Cover from Tenants Annually.

Liaise with Facilities Manager regarding conditions of leases i.e. buildings.

Scanning of all original agreements and placing on server.

Placing of requisitions for services and products

Perform daily monitoring of correspondence/e-mails to ensure timeous responses and take action where appropriate and

follow up on diarised issues.

Technical input to the Technical Supervisor in compiling reports and undertake follow up inspections

Inspect TNPA buildings to ensure that buildings are being cleaned

Update five year property maintenance plan and asbestos register

Perform and consolidate utility measurements for payment purposes

Ensure that general waste are removed timeously

Ensure that the port precinct is clear of litter and in a neat condition

Oversee the company vehicle in terms of servicing, vehicle checks and general condition Ensure that consumables are

purchased timeously

Oversee the distribution of consumables

Ensure filing / archiving registers, open new files for inspections and contracts, file and maintain Real Estate Filing Room in

Bayvue Centre

Manage asbestos register

Manage safety files, safety program and safety initiatives

Ensure port entrances are clean at all times

Qualifications & Experience:

Matric

Property or Facilities Management Certificate

MS Excel or Word Certificate

Minimum 2 years property or facilities management experience

Contract Management (2 years) experience

: NB: All applicants are encouraged to disclose their disability status in their applications and attach letter from medical

practitioner stating the nature of their disability.

NB: All applicants are encouraged to disclose their disability status in their applications and attach letter from medical

practitioner stating the nature of their disability.

Competencies:

Competencies required:

Computer Literacy

Knowledge required:

Office administration principles

TNPA agreements and the interpretation thereof.

Experience in property management and facilities functions regarding procedures, policies and the application thereof

Basic port information and layout plan of all services (utility plan)

Skills required:

Computer literacy

Communication skills

Numeracy skills

Interpersonal skills

Analytical ability

Decisiveness

Presentations

Attributes required:

Confidentiality

Accuracy

Politeness

Organised

Initiative

Reliable

Service orientated

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