Building Administrator

VACANT POSITION: BUILDING ADMINISTRATOR

LOCATION: JOHANNESBURG

ABOUT US

At Quorum Property Group, we are dedicated to making a positive impact on society and the economy. Our commitment to effective building management ensures that we provide exceptional service to all our tenants.

Quorum Property Group excels in Property Management and Development across Residential and Student Portfolios. We offer our tenants the opportunity to live in exceptionally well-maintained, modern units at affordable rates.

If you are looking to join a company that supports your personal and professional growth and provides the necessary guidance to help you reach your full potential in the Property Industry, we encourage you to apply for this position.

ROLE SUMMARY

As the Building Administrator, you will serve as the first point of contact for tenants, prospective tenants, and contractors. Your primary goal is to ensure that all property viewings and interactions are conducted with friendliness, professionalism, and a positive attitude, consistently representing the company brand to the highest standard.

You will work closely with the Property Manager to help achieve leasing targets and collaborate with the Building Caretaker and appointed service providers to maintain the property at exceptional standards of maintenance, cleanliness, hygiene, and garden care.

This is a hands-on and varied role requiring a proactive and adaptable individual. You will be involved in a wide range of activities, including conducting property viewings, responding to tenant queries, assisting with cleaning and gardening tasks, performing inspections, and supporting general property operations as needed.

Working hours: Tuesday to Saturday, 09:00 – 18:00.

If tenant move-ins or move-outs (typically at month-end) fall on a Monday or Tuesday, you will be required to work on those days to ensure a smooth key handover process.

ROLES AND RESPONSIBILITIES

The duties will include, but are not limited to:

LEASING

• Support leasing activities to help achieve occupancy targets.
• Assist with viewing appointments and walk-ins, ensuring a professional and welcoming experience for prospective tenants.
• Professionally represent and actively promote The Quorum by highlighting the property’s features, facilities, and services in a positive and engaging manner during all viewings.
• Accurately record all viewer and lead details in company systems to enable proper follow-up and tracking.
• Maintain the show unit in a clean, tidy, and well-maintained condition always to uphold presentation standards.

TENANT ONBOARDING

• Inspect apartments prior to tenant move-in to ensure they are clean, tidy, and well-maintained.
• Conduct move-in inspections, welcoming tenants to their new home and providing guidance on facilities, such as internet access, refuse areas, self-service laundromats, and drying yards.
• Ensure tenant biometrics are properly set up and, where applicable, show tenants their allocated parking bays.

TENANT OFFBOARDING

• Attend move-out appointments and accurately document all damages on the move-out inspection report in accordance with company policy and procedures, including clear supporting photographs.

REINSTATEMENTS

• Ensure that all units are reinstated according to company standards before a new tenant moves in.
• Assist with the reinstatement process, including cleaning and painting as required.
• Inspect reinstated units and sign off if quality and standards are achieved.
• Raise any reinstatement concerns with management promptly.
• Update the reinstatement status on the CRM and/or Property Management Systems.

OPERATIONS

• Ensure all maintenance appointments are attended to promptly and professionally, maintaining high standards of service.
• Ensure that the CRM and all other Property Management Systems reflect accurate and up-to-date details at all times.
• Ensure the building is consistently clean and hygienic, maintaining high standards at all times.
• Attend to cleaning requirements for areas such as reception, lift lobbies, passages, staircases, gardens, parking lots, drying yards, self-service laundromats, offices, common area bathrooms and storerooms.
• Ensure cleaning and gardening equipment is safely stored and organized.
• Maintain gardens by watering and attending to garden schedules as required.
• Ensure building systems such as biometrics and License Plate Recognition (LPR) are always fully operational.
• Escalate operational concerns to management promptly to prevent disruption.
• Proactively participate in cleaning, hygiene, gardening, and general upkeep tasks to support building operations.
• Ensure that monthly bait station services are carried out. Service reports must be kept on file, and any concerns should be promptly raised with management.
• Ensure that monthly lift services are carried out. Service reports must be kept on file, and any concerns should be promptly raised with management.
• Ensure that monthly borehole services are carried out. Service reports must be kept on file, and any concerns should be promptly raised with management.
• Record daily utility usage and promptly raise any concerns with management.
• Conduct a monthly stock count of first aid kits and request any necessary refills from management.
• Conduct monthly toolbox stock counts and record any discrepancies.
• Conduct monthly maintenance material stock counts and note any discrepancies.
• Request material orders from the Operations Manager as needed.
• Ensure that the kids’ play area is always clean, tidy, and safe. Any hazards must be removed or repaired immediately.
• Conduct daily inspections of the gym to ensure that all equipment is safe, fully functional, and accounted for.
• Inspect all washing and drying machines in the self-service laundromat to ensure they are operational, and that the space is clean and tidy.
• Ensure the drying yard is clean and tidy, and that all lines are intact and functional.
• Ensure that gutters and drains are cleaned at least once a week.
• Effectively manage the property’s calendar to ensure that all appointments are attended.

RESIDENT MANAGEMENT

• Deliver exceptional tenant experiences by maintaining professional relationships, responding to queries with accurate information and providing courteous, helpful and friendly service.
• Encourage positive tenant feedback by driving reviews on social media and other relevant platforms.
• Ensure tenants comply with house rules and lease terms and escalate to management any tenant whose behaviour negatively impacts others.
• Promptly and professionally resolve tenant complaints, ensuring issues are handled efficiently and to the tenant’s satisfaction.

SKILLS & EXPERIENCE

• Excellent service delivery and strong people skills.
• Organized, punctual, detail-oriented, and solution-focused.
• Flexible and proactive.
• Able to handle a diverse variety of day-to-day tasks and responsibilities with professionalism and initiative.
• Capable of conducting basic maintenance inspections, preparing reports, and carrying out minor repairs and maintenance where possible.
• Demonstrates a proactive, hands-on attitude toward cleaning, hygiene, and gardening tasks.

PERSONAL ATTRIBUTES

• Friendly, approachable, and professional.
• Passionate about delivering outstanding customer experiences.
• Positive and solution-focused attitude.
• Reliable and self-motivated.
• Takes pride in presentation and attention to detail.

Should you be interested in applying for this position, please send an updat