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)