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Property Coordinator

Job ID:
217106
Location:
Port Moresby, NCD, Papua New Guinea
Category:
Administration Jobs
Job Views:
75
Posted:
30.04.2025
Job Description:
Join Our Winning Team at the Brian Bell Group!
 
The Brian Bell Group (BBG), established in 1958, is not just Papua New Guinea’s leading retailer, wholesaler, and distributor of household goods and services; it’s a place where your talents can flourish and your contributions make a real difference.
 
As we continue our rapid expansion beyond 2025, we seek individuals who embody a results-driven attitude and are eager to be part of a dynamic team that is committed to excellence and innovation. With over 67 years of sustained growth, BBG offers an exciting fast-paced work environment that fosters creativity, collaboration, and career advancement.
 
Are you ready to take your career to new heights?
 
We have an immediate requirement for a Property Coordinator to join our Property team in Port Moresby.
 
THE ROLE:
Reporting to the Leasing & Property Manager, the Property Coordinator is responsible for overseeing various administrative functions within the property management department. This role includes invoicing, validating land titles, ensuring timely submissions of stamp duties, managing outgoings, following up with debtors, and providing essential support to the Finance team and responsible for coordinating and managing maintenance requests, overseeing work orders, and ensuring timely completion of tasks. This role requires effective communication and organizational skills to facilitate maintenance operations for both residential and commercial properties, while also managing general administrative duties.
The Property Coordinator will maintain accurate records, respond to tenant inquiries promptly, and assist the Property Managers and General Manager with general administrative tasks.
 
 Key Responsibilities:
 
Administration
  • Assist in the management of residential and commercial properties, ensuring compliance with company policies and local regulations
  • Manage tenant inquiries and provide timely resolutions to issues related to property management
  • Coordinate property inspections and ensure maintenance schedules are adhered to

Invoicing & Financial Management
  • Prepare and submit rental invoices by the 15th of each month to ensure timely collections
  • Maintain accurate records of rental income and related transactions, providing weekly updates to the Property Managers.
  • Follow up on outstanding debts and provide updates to management regarding debtor status.
  • Collaborate closely with the Finance team to address any accounting inquiries or concerns.
  • Raising Purchase Order, Order Confirmations depending on Property Request for Internal Usage

Land Title and Stamp Duty Management
  • Validate land titles to ensure they are accurately managed and comply with legal requirements.
  • Prepare and submit stamp duties for both residential and commercial properties in a timely manner

Outgoings Management
  •  Ensure all expenses associated with properties are processed and managed promptly before the start of each month, preventing any delays in operations. These include, maintenance & repairs, utilities, rates and taxes, insurance etc. 

Tenant Relations
  • Respond to tenant concerns and inquiries promptly and professionally, fostering positive relationships and enhancing tenant satisfaction.

Receive and Register Maintenance Requests:
  • Process and log all repair & maintenance requests in a timely manner
  • Maintain an organized record of all work orders for tracking and reporting purposes
 
Coordinate and Assign Technicians:
  • Assign maintenance technicians to jobs based on priority and skillset.
  • Monitor job progress and ensure timely completion of tasks.
  • Provide regular feedback updates to relevant stakeholders on job status and completion.

Engage Contractors and Service Providers:
  • Contact and coordinate with external service providers and contractors as needed.
  • Ensure that all external services are performed to company standards and within specified timelines.

General Administrative Duties:
  • Order and manage inventory for stationery, uniforms, and other supplies necessary for maintenance operations
  • Assist with general office tasks, including filing and organizing documents.

Record Keeping
  • Maintain organized records related to property management, including rental agreements, financial documentation, and tenant communications
  • Ensure that all documentation is up-to-date and easily accessible for audits or reviews.
 
Timesheet Management:
  • Compile and maintain accurate timesheets for maintenance personnel.
  • Ensure that timesheets are approved and submitted on time.
  • Report any variations and seek approval from the Property General Manager.

Fuel Receipt Management:
  • Register and file fuel receipts accurately to maintain records of vehicle fuel usage.
Job Requirements:
QUALIFICATIONS & SKILLS:
  • Minimum of Grade 12 Certificate with industry work experience
  • Bachelors’ Degree in Business Management and / or related field
  • Minimum of 2 years’ experience in Real Estate or Property Management
  • Excellent communication and interpersonal skills to interact with individuals at all levels
  • Must be team oriented and display a positive attitude
  • Excellent organizational skills
  • Must be able to prioritize multiple deadlines in an efficient manner
  • Ability to work independently and collaboratively
  • Strong negotiation and interpersonal skills
  • Possess conflict resolutions skills
  • High attention to detail
  • Excellent time management skills
  • Ability to handle sensitive and confidential information with discretion and integrity
  • Excellent computer skills and proficient in MS Office applications
  • Driver’s license is preferrable but not essential
  • Pronto Xi knowledge would be advantageous
 
 
Potential must be flexible to work Saturdays, and on public holidays when required.  This role requires a Police Clearance certificate as a minimum requirement.
 
Applications must be emailed to jobs@brianbell.com.pg by close of business on Friday 16th May 2025. 
 
Please list two referees with reliable contacts and provide two reliable phone contacts that you can be reached on.
 
Shortlisting for this position will commence immediately and we do reserve the right to commence processing applications prior to the nominated close off date above.
 
Due to overwhelming responses we receive to all our job adverts, not all applications will receive a response. Should you not hear back from the Brian Bell Recruitment Team by Friday 23rd May 2025, please consider your application unsuccessful, however we thank you for your interest.
 
Brian Bell Group has a strong commitment to Initiative, Integrity, Respect, Courage, and Honesty.
 

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