Building Manager / Caretaker
My client, a Property Development company, is urgently looking for an experienced Building Manager/Caretaker to become part of their team.
Duties & Responsibilities
Duties and responsibilities include, but are not limited to:
Point of contact:
- Company representative and first point of contact for tenants.
- All tenant complaints, issues, queries, remarks are communicated to the caretaker.
- The caretaker has a copy of the complex rules.
- All queries and issues received from tenants are communicated to everyone, but the caretaker will take responsibility in sorting it out, following the proper procedures.
- At the discretion of the caretaker or tenant, the issue can be escalated to Head Office, who will respond accordingly.
General Maintenance:
- Document, monitor, and manage all progress of maintenance issues for the tenants and the complex (Red Rabbit ticketing system to be used).
- If the caretaker and staff can do maintenance themselves, do it immediately. Job card signed off by tenant for their account or companies.
- More technical maintenance to be discussed with maintenance manager for either in-house staff or get quotes from subcontractors.
- Caretaker to obtain quotes from suppliers and subcontractors – send to finance manager for approval and purchase order number.
- Any purchases made must have a purchase order number and be within budget approved by finance manager.
- Caretaker informs and arranges with all relevant maintenance staff of access times to tenant units.
- Communicate follow-ups if necessary.
- Photos of all before and after maintenance to be taken as evidence for billing purposes.
- Complex walk-throughs – Morning and afternoon.
- Supervise gardeners and cleaners.
- Morning briefing of duties for each staff member for the day.
- Afternoon follow-ups of work completed.
- Ensure staff have required equipment, tools, cleaning and garden supplies, and fuel for equipment.
- Monitor sick leave and annual leave – Documents sent to HR manager for approval.
- Hand out payslips sent by HR Manager.
- Staff register to be provided to HR manager for payroll purposes.
- Supervise the external security at the complex.
- CCTV is running.
- Perform perimeter checks; ensure electric fence is working and there are no breaks in the fence.
- Inspect refuse areas and ensure bins are cleaned after refuse collection by council.
- Utility readings: Last day of every month (if it falls on the weekend, then the Friday before) photos of all meters need to be sent to the office.
- Monitor the prepaid electricity and water for each complex guardhouse. If utilities need to be purchased, inform the office.
Administration:
- Office supplies monthly shopping list to be sent to the office.
- Stock takes to be completed weekly.
- Weekly reports to be compiled and sent to Head Office.
- Weekly meetings to be held at Head Office in JHB for all issues, catch up, improvements, queries, etc.
- Responsible for moving stock items to various complexes for staff to perform their duties (where applicable).
In and Outgoing Inspections:
- Photograph and document all inspections performed.
- Ensure all inspections are signed and dated by all tenants and caretaker.
- List and upload onto the ticketing system all maintenance that must be attended to relating to inspections.
- All inspections are to be sent to the office.
- All ingoing and outgoing inspections are performed by caretaker.
- Pre-ingoing inspections to be performed by caretaker 48 hours before new tenant moves in (if possible). Caretaker to ensure time is arranged.
- Post outgoing inspections to be completed by caretaker and all maintenance to be completed. Caretaker to monitor and arrange accordingly.
- If a tenant is moving out and a new tenant is moving in within a 24-hour period, ensure a plan is in place to get the unit ready in time.
Desired Experience & Qualification
- Matric and relevant qualification.
- Experience in Building Management.
- Own reliable transport to travel between complexes in Melrose, Dunkeld, Parktown, Craighall.
- Must live close to complexes.
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