Facilities Administrator / Receptionist – Germiston, Gauteng

Redefine Properties Limited is seeking a professional and well-organised Facilities Administrator / Receptionist for its retail division based in Germiston. This permanent entry-level role is based at Parkmeadows and supports the centre management team with administrative, reception, and operational coordination duties.

The position is central to ensuring smooth daily operations within a busy retail property environment, where communication, coordination, and administrative accuracy are essential to maintaining tenant satisfaction and operational efficiency.

Job Overview

• Position: Facilities Administrator / Receptionist
• Employer: Redefine Properties Limited
• Location: Germiston (Parkmeadows Retail Centre)
• Division: Retail Property Management
• Business Unit: Parkmeadows
• Functional Area: Administration
• Experience Level: Entry Level
• Employment Type: Permanent
• Industry: Real Estate

This role combines front-office reception duties with administrative and facilities coordination responsibilities in a property management environment.

Role Purpose

The primary purpose of the Facilities Administrator / Receptionist is to provide efficient administrative and clerical support to the centre management team.

This includes handling communication channels, managing documentation, coordinating service providers, and supporting operational processes within the retail centre.

The role also requires maintaining professionalism at all times, as the receptionist is often the first point of contact for tenants, service providers, and visitors.

Key Responsibilities

Reception and Switchboard Management

A key part of the role involves managing communication at the front desk.

Responsibilities include:

• Answering and managing incoming telephone calls
• Redirecting calls to relevant departments
• Taking and relaying messages accurately
• Assisting walk-in visitors professionally
• Maintaining a welcoming reception environment

The receptionist serves as the communication hub of the office, ensuring efficient information flow.

Administrative Support

The role includes a wide range of general administrative duties.

Responsibilities include:

• Typing letters, reports, and internal documents
• Filing and organising office records
• Managing email correspondence and routing messages
• Distributing internal and external communication
• Supporting general office administration tasks

Attention to detail is critical to ensure accuracy in all documentation.

Office Coordination and Scheduling

The Facilities Administrator will assist in managing office logistics.

Responsibilities include:

• Scheduling and managing boardroom bookings
• Coordinating meeting spaces and availability
• Ensuring meeting rooms are properly prepared
• Managing calendar bookings for management staff

This helps ensure smooth operational planning within the office environment.

Courier and Logistics Coordination

The role includes coordinating document movement and deliveries.

Responsibilities include:

• Arranging courier services for documents and packages
• Managing delivery and collection schedules
• Tracking outgoing and incoming correspondence
• Ensuring timely distribution of important documents

Efficient coordination ensures that operational communication is not delayed.

Procurement and Order Processing

The Facilities Administrator supports basic procurement activities.

Responsibilities include:

• Requesting quotations from service providers
• Issuing purchase orders on internal systems
• Processing administrative approvals
• Supporting procurement documentation

This function ensures that operational needs are met in a structured and controlled manner.

Contractor Coordination and Facilities Support

The role involves coordinating maintenance and contractor services within the retail centre.

Responsibilities include:

• Contacting and scheduling contractors for service calls
• Coordinating maintenance requests
• Monitoring job progress and follow-ups
• Ensuring tasks are completed within required timeframes

This ensures that facilities operations run smoothly and efficiently.

Job Tracking and Monitoring

The Facilities Administrator assists in tracking open service requests.

Responsibilities include:

• Monitoring outstanding maintenance jobs
• Following up on incomplete tasks
• Updating job status records
• Reporting delays or issues to management

Proper tracking ensures accountability and service delivery standards are met.

Health and Safety Administration

The role includes maintaining Occupational Health and Safety documentation.

Responsibilities include:

• Updating OHS files and records
• Ensuring compliance documentation is current
• Supporting safety audits and inspections
• Assisting with compliance reporting

This is important for maintaining a safe working environment in the retail centre.

Tenant Support

The Facilities Administrator also assists with tenant-related administrative matters.

Responsibilities include:

• Supporting tenant queries and requests
• Assisting with turnover documentation
• Supporting credit control processes
• Coordinating communication between tenants and management

Tenant satisfaction is a key focus in property management operations.

Supplier and Invoice Follow-ups

The role includes assisting with financial administration processes.

Responsibilities include:

• Following up on outstanding supplier invoices
• Ensuring payment documentation is complete
• Communicating with suppliers regarding billing queries
• Supporting financial record accuracy

Office Management and Stationery Control

The Facilities Administrator ensures the office remains organised and well-stocked.

Responsibilities include:

• Managing stationery supplies
• Ensuring office cleanliness and order
• Monitoring supply levels
• Requesting replenishments when necessary

A well-maintained office improves productivity and professionalism.

Required Qualifications and Experience

Candidates must meet the following minimum requirements:

• Grade 12 (Matric) is essential
• Administrative or technical diploma/certificate is an advantage
• At least 2 years’ general administrative experience
• At least 1 year of systems experience (advantageous)
• Experience in property or facilities administration is an advantage
• Experience dealing with customers and suppliers is beneficial

Exposure to the property industry will be highly advantageous.

Technical Skills

Candidates should demonstrate proficiency in:

• Microsoft Office Suite (Word, Excel, Outlook)
• Basic administrative systems
• Email and document management tools
• Office communication systems

Key Competencies

The successful candidate should demonstrate:

Professionalism and Integrity

Maintaining confidentiality and representing the company positively.

Communication Skills

Strong verbal and written communication for internal and external stakeholders.

Attention to Detail

Ensuring accuracy in documentation, scheduling, and reporting.

Time Management

Ability to manage multiple tasks and deadlines effectively.

Problem-Solving Ability

Handling queries and resolving administrative issues efficiently.

Stress Management

Ability to work under pressure in a busy office environment.

Organisational Skills

Maintaining structured systems and efficient workflow processes.

Working Environment

This role operates in a retail property management office environment within a busy shopping centre.

Typical working conditions include:

• Front desk reception duties
• Interaction with tenants, suppliers, and contractors
• Fast-paced administrative workload
• Office-based work environment
• High level of communication activity

Role Importance in Property Management

Within organisations like Redefine Properties Limited, the Facilities Administrator / Receptionist plays a vital role in ensuring operational efficiency.

The role supports:

• Tenant satisfaction
• Facilities maintenance coordination
• Administrative efficiency
• Communication flow between departments
• Compliance and documentation management

This makes the position essential for smooth day-to-day property operations.

Career Growth Opportunities

This role can lead to career progression into:

• Facilities Coordinator
• Property Administrator
• Tenant Relations Officer
• Property Management Assistant
• Office Manager
• Junior Property Manager

With experience, candidates may grow into senior property management roles within the real estate industry.

Why This Role May Be Suitable

This position may suit candidates who:

• Enjoy office-based administrative work
• Have strong communication and organisational skills
• Are interested in the property or facilities management sector
• Can multitask in a fast-paced environment
• Are detail-oriented and reliable
• Want to build a career in real estate administration

Application Information

Interested candidates are encouraged to apply through Redefine Properties Limited recruitment channels.

Applicants should ensure their CV highlights:

• Administrative experience
• Reception or customer service experience
• MS Office skills
• Organisational abilities
• Any exposure to property or facilities environments

Shortlisted candidates will be contacted for further assessment and interviews.