Administrator: Residential Leasing

Job Opportunity: Document Generation and Application Processing Specialist

Role Overview:
The primary objective of this role is to ensure that manual checks and document generation for new applications are accurately and promptly completed, preventing backlogs in the application process. This includes preparing lease and supporting documents in full, ensuring the creation of new tenant accounts, and modifying existing accounts with precision.

Key Responsibilities:

1. Generate and Review Lease Documents:

  • Complete document generation on the same day the application is received, adhering to the target task time.
  • Review lease agreements and lease schedules for errors during document creation.

2. Ensure Accurate Lease Documentation:

  • Verify the accuracy and completeness of lease schedules and agreements, ensuring all additional information is fully and correctly filled out, including any necessary data management instructions.

3. Internal Credit Control Checks:

  • Conduct MDA blacklisting, bank account verification, and next of kin and employment checks on all applications, documenting the results accurately.
  • Complete manual checks on the same day the application is received, within the designated task time.

4. Administration:

  • Address and resolve all administrative queries within the targeted resolution time frame.
  • Prepare pro-forma invoices upon request from prospective tenants.

5. New Applications and Renewals:

  • Accurately capture new applications, ensuring all necessary supporting documents (e.g., ID copy, latest payslip, 3 months of bank statements, vacancy list, ITC report, and MDA blacklisting) are attached.
  • Generate and manage addendums for renewals and rent reductions.
  • Assist tenants with signing rent reduction addendums and update MDA notes.
  • Submit signed addendums to the supervisor for final review.
  • Ensure first contact with the client is made within the SLA time frame after ticket creation.
  • Conduct regular follow-ups and update communication notes on Freshdesk.
  • Finalize notes on Freshdesk and forward them to the supervisor for completion to meet ticket resolution targets.

Working Conditions:
This is an office-based position, and no travel is required.

Qualifications & Experience:

  • Matric qualification is required.
  • Post-school qualification in office administration is preferred.
  • At least 1 year of office administration experience is required.

Skills & Knowledge:

  • Proficiency in MS Office (Word – Basic, Excel – Basic, Outlook – Intermediate).
  • Strong telephone etiquette and business communication skills.
  • Familiarity with TAS and MDA systems is preferred.
  • Knowledge of Paym8 is an advantage.

Personal Attributes:

  • Problem Solving: Find solutions even in emotional situations.
  • Reality Testing: Be objective and see things as they are.
  • Impulse Control: Resist or delay acting on impulses.
  • Flexibility: Adapt emotions, thoughts, and behavior.
  • Stress Tolerance: Cope well with stressful situations.
  • Interpersonal Relationships: Build satisfying relationships.
  • Empathy: Understand and appreciate how others feel.
  • Independence: Be self-directed and emotionally independent.
  • Assertiveness: Communicate feelings and beliefs in a non-offensive manner.
  • Leadership: Lead, offer direction, and take charge of situations.
  • Social Confidence: Be comfortable in all types of social situations.
  • Persuasion: Negotiate and influence others effectively.
  • Multitasking: Handle multiple tasks at once.
  • Teamwork: Cooperate with others and encourage collaboration.
  • Persistence: Stay committed to tasks without giving up.
  • Rule Following: Adhere to rules and regulations.
  • Attention to Detail: Focus on details and strive for perfection.
  • Planning: Enjoy detailed and long-term planning.
  • Innovation: Be creative and open-minded.
  • Analytical Thinking: Solve complex problems with logic and careful analysis.

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