Job Vacancies at Broll

POSITION PURPOSE

• To provide administrative and secretarial support at our Centre Management office.
• The responsibilities are mainly focused on the front desk and with the first impression and good effective communication skills presenting Cradlestone Mall Management.
• Acting as the first point of contact between the Centre staff and clients; (clients refer to the Landlord, potential tenants, current tenants, contractors, service providers and Public, the shopper)
• Screening and directing telephone calls, assisting incoming queries regarding tenant contact details.
• Distributing correspondence on time and providing administrative assistance to the staff.
• Direct and assist contractors with the correct department regarding procurements policies regarding health and safety regulations. Keeps management well informed of area activities and significant problems.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for effectively handling and managing the switcboard.

• Operates the switchboard and console to connect, hold, transfer all incoming calls.
• Conflict skills.
• Ensures that all incoming calls, questions and complaints are resolved promptly by channelling calls to the responsible persons/departments.
• Provides general information to clients before transferring calls, resolving client/ tenant problems.
• All calls are handled professional manner, friendly, courteous and without delay.

Assumes full Office Administration duties

• Order and manage stationery use.
• Petty cash handling and reconciliation
• Management pack filling and binding
• Preparing the boardroom for the meeting
• Collecting and capturing turnover figures on BOL.
• Answering calls and transfer to relevant extensions.
• Oversee office cleanliness and hygiene.
• Assist walk-in customers looking for space.

Managing the telephone management system

• Ensures the smooth running of the Telephone /PABX system.
• Provides management reports on a daily, weekly, and monthly basis, w.r.t. to call statistics.
• Updates management system by programming it with new information and changes as it occurs inside the company. No more than 2 days after being informed of such changes.

Assumes responsibility for the effective performance of operations/assigned task to manage the Property and facilities.
Reports

• Ensures that accurate tenant schedules are maintained for each building.
• Update telephone list and other telephone lists relevant to the centre.
• Collection and update tenant turnover figures and capture of turnovers on Broll online.
• Fault logging and closure.
• Distribution of tenant statements and meter reading slips.
• Admin invoice approval online.
• Drafting of parking agreements and admin control op parking.
• Sourcing and procuring office supplies.
• Handling and managing service providers and suppliers.
• Maintaining the office filing system and stationary.
• Manage the printers including toner.
• Manage office refreshments.
• Management and control receipting and sending of document/Parcel.
• Compiling of presentations and monthly reporting packs.
• Ensures that deadlines are met.
• Update work schedule and attendance register.

Finacial

• Support manager with compiling petty cash receipts.

Tenant liaison

• Secure tenant personal information.

General

• Manage boardrooms.
• Tenant correspondance.
• Filing/ archiving.
• Annual audit preparation.
• Tenant complaints.
• Contractor liaison.
• Assist operations with key control and key register.
• Any other admin duty required from time to time.

Assumes responsibility for establishing and maintaining effective business relations with clients, vendors, and trade professionals.

• Assist with queries promptly and effectively.

Assumes responsibility for establishing and maintaining effective working relations with vendors, contractors, and personnel.

• Assist and support, department personnel.
• Coordinate activities between departments and conveys information as needed
• Keep management informed of any risk or problems.
• Promotes goodwill and a positive image of the Company.

Assumes responsibility for related duties as required or assigned.

• Ensures that work area is clean, secure, and well maintained.
• Completes special projects as assigned.
• Reports on Operational expenses, foot traffic, security incidents etc.
• Professional, presentable and well-spoken.
• Good analytical, problem-solving abilities and numerical skills
• Attention to detail and good organisational skills including the ability to maintain a high level of accuracy in preparing and entering financial information

Assumes Financial Administration duties

• Accruals progress.
• To send email to contractors so to request them to upload their invoices (Every Tuesday & every Friday).
• To obtain the account statement on same and work from same to ensure all invoices are uploaded.
• Timely raising of Purchase orders.
• To obtain related proforma invoices/quotes, ensure there are address accurately and raise PO’s every Wednesday.
• BOL fault centre usage.
• This applies to all the walk-ins as well as the emails nor phone calls.
• Provide the fault log to the tenants as well as the repairs update.
• General Facilities day to day operation. (Front desk manning, walk-ins control, filing and etc.
• Direct all related queries to the departments so to ensure smooth running of the building.

PERFORMANCE MEASUREMENTS

• Communication skills / professional ability to liaise with clients.
• Property operations signed to are efficiently and effectively administered.
• Reports are complete, accurate, and delivered on time according to schedules
• Good communication and coordination with departments. Assistance is provided as needed.
• Senior Management is appropriately informed of area activities and any significant problems.
• Effective business relations with vendors, contractors, and trade professionals.

QUALIFICATIONS, SKILLS & EXPERIENCE

EDUCATION/CERTIFICATION:

• Matric.

REQUIRED KNOWLEDGE:

• Excellent understanding of Property management procedures.
• Knowledge of budgeting, service contracts, and leasing agreements.

EXPERIENCE REQUIRED: 

• 2 – 3 years related experience
• Additional property experience will be beneficial

SKILLS/ABILITIES:

• Able to organise, coordinate, and direct team activities.
• Strong problem-solving skills.
• Good communications skills.
• Able to use all related maintenance equipment and computer applications.
   

go to method of application »

POSITION PURPOSE

• Responsible for providing excellent and effective client service on the Concept and Dashboard system and any other systems that Broll Property Management may use or acquire.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for providing effective inbound and outbound services.

• Responsible for answer calls and respond to emails in the Company.
• Handle customer inquiries both telephonically and email
• Research required information using available resources.
• Manage and resolve customer complaints.
• Provide customer with service information.
• Identify and escalate priority issues.
• Route calls to appropriate resource
• Follow up customer calls where necessary.
• Document all call information according to standard operating procedures.

Logging of calls on the CMMS system

• Logg all calls with required fields completion.
• Ensure correct client / building and asset is captured.
• Ensure detail is accurate according to clients problem or requirements.
• Ensure correct contractor is allocated – if unsure obtain approval from Technical Manager on which contractor should be allocated

Assumes responsibility for establishing and maintaining professional working relationships with clients, vendors, and outside contacts.

• Tracks and resolves problems promptly and effectively. Ensures optimal service.
• Ensures that deadlines are met.
• Obtains and conveys information as needed. Logs all problems including cause and resolution information. Ensure that all relevant information is attached.
• Promotes goodwill and a positive image of the Company.

Assumes responsibility for establishing and maintaining effective working relationships with area staff, other departments, and with management.

• Tracks and records resolutions of problems for future reference, training, and reporting.
• Keeps to SLA turn around times and ensures that update is given to all parties.
• Cooperates in a team environment to promote strong customer assistance and learning.
• Works with different departments to assist in providing technical solutions as needed.
• Keeps management well informed of area activities and of any significant problems.
• Attends meetings as required.

Assumes responsibility for related duties as required or assigned.

• Ensures that work area is clean
• Ensure all equipment is secure and well maintained.
• Performs miscellaneous projects and task as assigned.

PERFORMANCE MEASUREMENTS

• Calls are completed effectively and timely in accordance with schedules.
• Assigned tasks and functions are completed in accordance with established standards, policies, and procedures.
• Good working relations exist with internal and external clients and clients concerns are promptly addressed and problems effectively resolved.
• Required calls are complete and current.
• Management is appropriately informed of area activities and of any significant or recurring problems.
• Good working relations exist with all Broll staff.

QUALIFICATIONS, SKILLS & EXPERIENCE

EDUCATION/CERTIFICATION:

• Matric.
• Call Centre Certificate

REQUIRED KNOWLEDGE:

• Minimum of 1 - 2 years' call centre experience (inbound & outbound)

ABILITIES/ATTETUDES:

• Able to work either day or night shifts. 
• Able to work well independently.
• Good problem-solving skills.
• People orientated, Ethical, Motivated.
• Approachable, Quality awareness, Reliable, Assertive, Adaptability
• Solid oral and written communications abilities.
• Be able to communicate effectively at all levels.
• Able to work under pressure.
• Good time management.
• Accuracy.
• Need to be on time all times.
• Able to work after hours when necessary.
• Must be able to get to work on all shift patterns – Own transport would
• be an advantage.
• Must be fluent in English.
• Must be able to speak and understand Afrikaans.