Administrator At Growth Point

Full Job Description

Job Title and Grade

Property Administrator Grade: B5

Job Purpose

Provide administrative support to the Property Manager and Portfolio Manager in managing a property portfolio. Responsibilities include lease administration, debtor administration and recovery, and building maintenance administration. Ensure proper record-keeping of all contracts and invoices. Prepare, distribute, and file correspondence and documents.

Role Location

Sandton Head Office (40%) and Woodmead (60%).

Reporting Manager

Reports to the Property Manager with a dotted reporting line to the Portfolio Manager.

Direct Subordinates

None.

Budget Responsibility

None.

Duties and Responsibilities

  • Draft offers and electronically send copies of lease agreements and tenant criteria documents.
  • Follow up on outstanding lease agreements and FICA documentation.
  • Draft various lease agreements, including renewals, new lets, cessions, cancellations, addendums, and parking agreements.
  • Liaise with tenants, Portfolio Manager, Leasing Manager, Credit Controllers, and agents regarding lease agreements.
  • Ensure accurate loading of agreements and debit orders on the system.
  • Open and maintain tenant files.
  • Conduct lease audits.
  • Maintain reports on outstanding leases, new lets, and renewals.
  • Assist Portfolio Manager and SBU as needed.
  • Inform meter readers of any changes.
  • Assist in compiling monthly report packs and during the budget process.
  • Perform secretarial duties as requested.
  • Assist with deposit refunds and returning bank guarantees.
  • Calculate annual and insurance rate adjustments for MRI loading.
  • Prepare renewal sheets with current and budgeted charge information.
  • Prepare take-back inspection reports and notify Building and Leasing Managers.
  • Write housekeeping letters and reports.
  • Address tenant queries related to housekeeping, building faults, electricity/water issues (RMS), and account queries.
  • Provide weekly reports on outstanding offers/leases/FICA.
  • Provide monthly reports on GLA/vacancy movements.

Experience

2-3 years in a documentation and secretarial role or similar environment. Knowledge of the leasing process and documentation is advantageous.

Qualifications

Post-matric qualification in Property Management or an equivalent diploma/degree.

Competencies

  • Computer literacy
  • Ability to draw schedules/reports on systems
  • Strong written and verbal communication skills
  • Time management skills
  • Interpersonal and administrative skills
  • Problem-solving skills
  • Excellent touch-typing skills with high accuracy

Personal Attributes

  • High attention to detail
  • Ability to cope under pressure
  • Hardworking and highly organized
  • Excellent interpersonal skills and team player
  • Excellent time management skills
  • Proactive, self-starter with initiative
  • Flexible
  • Ability to multitask
  • Client-focused at all times (internal & external)

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