Full Job Description
Job Purpose
Pam Golding Properties is a leading independent real estate group in Southern Africa, recognized both locally and internationally. We are seeking a customer-focused and detail-oriented Rental Administrator to support rental agents by ensuring the smooth operation of the branch’s rental administration function. This role involves managing rental documentation, processing payments, and coordinating tenant placements in line with Pam Golding Properties’ service standards for the Pretoria Rentals portfolio.
Key Responsibilities
Administrative Duties:
- Draft and prepare lease agreements, addendums, and general correspondence as required.
- Conduct credit checks, bank checks, and Lightstone checks on landlords as per PGP protocols.
- Follow up on outstanding commission payments and send statements to landlords.
- Upload all relevant documentation onto WCU for record-keeping.
- Handle general enquiries, correspondence, and account management, including City Council, Body Corporate, and HOA accounts, ensuring tenants receive the necessary payment notifications.
- Reconcile accounts, resolve queries, and allocate rental payments from daily bank statements.
- Maintain client communication, addressing complaints and first-line queries before escalating where necessary.
- Monitor and manage monthly outstanding rental lists, including unpaid water and electricity bills.
- Ensure lease agreements are processed accurately, including lease input forms, commission calculations, and procurement lets for submission to the Accounts Department.
- Prepare and send Addendums and Extension Input Forms to the Accounts Department promptly.
- Ensure all lease agreements are FICA-compliant, conduct necessary screenings, and forward paperwork to the rental admin team.
- Liaise with the branch FICA administrators for compliance-related matters.
- Assist landlords and tenants with walk-in or telephonic queries.
- Process deposit releases, levy reconciliations, and insurance claims for landlords (local and international).
- Communicate directly with body corporates regarding levies owed, payments, and issue resolution.
- Oversee property maintenance, liaising with contractors and updating landlords/tenants on progress.
- Manage banking transactions for foreign property owners receiving rental payments.
- Update and maintain landlord/tenant lists and follow up on expired leases.
Key Competencies:
- Strong relationship-building skills with internal stakeholders and support for agents.
- Exceptional attention to detail and ability to maintain high standards.
- Ability to multi-task effectively while meeting deadlines.
- Strong time management and organizational skills.
- Excellent verbal and written communication skills, maintaining a professional brand presence.
- Self-motivated, proactive, and capable of working independently.
- Ability to work under pressure while maintaining a professional and friendly demeanor.
- Problem-solving mindset with a proactive approach to resolving issues.
- Flexibility to work after hours or on weekends, if required.
Education & Experience:
- Post-matric qualification is required.
- 3–5 years of experience in property rentals (non-negotiable).
- Previous administrative experience is essential.
- Experience in a bookkeeping function is an added advantage.
- Proficiency in MS PowerPoint, Word, Excel, and Outlook.
- Fluent in English.
