Senior Property Administrator

6 days ago

Cape Town, South Africa V&A Waterfront Full time

Reporting to the Marine and Industrial: Property Manager, the **Property Administrator **is responsible for the property management and financial portfolio of the Marine and Industrial BU, while also supporting the Property Manager with leasing and reporting. They are required to build and maintain strong relationships with all tenants, ensure a customer
- centric approach at all times, and provide input to the Property Manager on optimising rental growth strategies within the Marine and Industrial portfolio. Additionally, they will be responsible for all administrative and ad-hoc duties required by the role.

**Job Objectives**:
**Portfolio Management**
- Manage tenant database and filing system
- Manage tenant queries and collaboratively resolve problems at the buildings
- Ensure the effective management and resolution of tenant and landlord complaints
- Liaise with the Operations department regarding building queries received from tenants (e.g. maintenance, security, parking, utilities etc.)
- Coordinate tenant refurbishments and installations with Operations department and tenants
- Ensure that the Landlord and the Tenant are adhering to lease terms and conditions
- Conduct regular site inspections
- Mitigate or escalate any possible discrepancies or concerns

**Leasing**
- Manage upcoming lease renewals and commencement of renewal process with the Property Manager
- Ensure that all legal requirements are met
- Solicit prospective tenants, view available space and negotiate and secure deals within a defined mandate
- Liaise with tenants, credit control and legal department
- Provide input into potential lease amendments and negotiations
- Communicate with Property Manager re all new renewals
- Compile and maintain lease detail schedules
- Liaise and coordinate with the Tenant Installations Manager to ensure that vacant areas are prepared and ready for leasing
- Engage with potential tenants on future Tenant Installations and related business processes
- Ensure that tenant installations are completed on time with the Operations or Tenant Installations department for occupation by incoming tenants

**Financial Administration**
- Provide information for budgeting in terms of tenant movements, renewals and vacancies and provide input into the budget to the Property Manager and Finance
- Conduct monthly meetings with Credit Control regarding tenant rentals, arrears and bank guarantees.
- Ensure with the aid of credit control that the tenants accounts are up to date
- Assist in the effective management of tenant arrears through verbal and written correspondence to tenants.
- Check and update monthly rental variance reports generated by finance and comments on discrepancy & rectifies where required
- Assist with and provide input into the rental optimization strategies of the portfolio
- Check and assist with obtaining monthly turnover figures from tenants
- Assist with the evaluation of the portfolio’s turnover and recommend further auditing steps if required
- Report to Property manager on the financial performance of the portfolio managed in respect of income, costs and utilities

**Stakeholder Management**
- Provide teamwork and general support across the BU
- Engage ad work collaboratively with a variety of colleagues at all levels as well as external service providers and contractors to ensure a professional and expeditious service
- Build and maintain strong working relationships with existing and prospective tenants
- Inform and liaise with the Property Manager when potential problems or risks are identified

**Reporting**
- Compile and submit monthly reports to Property Manager on development within the portfolio, including but not limited to vacancies / inquiries from interested parties / risks / financial performance, under management etc.

**R**esearch**
- Assess, review and maintain and/or improve systems and procedures as appropriate and relevant to this portfolio
- Identify problems, submit appropriate proposals for instituting corrective steps areas and identify opportunities for development within the leasing and administrative processes
- Keep abreast of market changes and trends and feed into effective change proposals

**Educational Requirements**
- Property Studies or related Degree
- Fidelity Fund Certificate

**Knowledge Requirements**
- Portfolio management
- Property Administration and Management
- Leasing
- Negotiation
- Relevant legislation (e.g. POPI Act etc.)
- Contracts and Lease Agreements
- Rates and taxes
- Financial Management
- Customer Service
- Research and trends analysis
- Reporting

**Skills Requirements**
- Planning and organising
- Multi-tasking and time management
- Acute attention to detail
- Numerical / Financial reasoning
- Verbal Reasoning (verbal and written)
- Logical problem-solving
- Negotiation
- Relationship building
- Customer Service
- Emotional Intelligence
- Computer literacy

**Experience Requirements**
- 5+Years Relevant Property Management and Leasi

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