Assistant Property Manager

2 weeks ago

Cape Town, South Africa Time Personnel Full time

Job Overview

**Expiration date**:
22 March 2024

**Location**:
Cape Town, Western Cape

**Job Title**:
Assistant Property Manager

**Education Level**:
Diploma

**Job Level**:
Intermediate

**Minimum Experience**:
3 - 5 Years

Assistant Property Manager job vacancy in Maitland, Cape Town.

Do you have experience working for a large Property Company in the property management sector organising and managing all administration for large blocks of properties?

Our UK client requires minimum 3-5 years experience of updated knowledge of property legislation, Health and Safety, Insurance etc. to join their team working from Cape Town managing their UK Blocks of properties.

Hybrid working - good internet access is essential, once a month requirement to travel to Head Office in Stellenbosch. Hours Mon - Fri 9am to 6pm.

**Requirements**:

- Grade 12, relevant qualifications advantageous
- Proven record of previous experience within property management industry
- Experience in a property management system required
- Able to communicate effectively and clearly in writing and verbally, including drafting correspondence and documents
- Strong attention to detail and work to stick deadlines in a varied, demanding role
- Demonstrable experience and ability to use Microsoft Word and Excel
- Experience in managing your own time and duties while working remotely
- Able to show an understanding and commitment to good customer care
- Self-motivated, with high energy and enthusiasm
- Pragmatic, creative approach to problem-solving, with emphasis on fast and practical solutions
- Working hours 9 am to 6 pm Monday to Friday

**Duties and Responsibilities**:

- Dealing with clients’ day-to-day issues in a quick and efficient manner in line with industry guidance and best practice
- Providing proactive and reactive management of the portfolio
- Assisting with handover documents and saving documents electronically on system
- Updating checklist/spreadsheets of handover information received
- Assisting with handover forms/block asset info and document management preparing for handover to the new Property Manager once the block is set up
- Checking documents such as insurances to ensure, that they are not outdated, and that company has current policy documents in place
- Checking if company acts as Co-Sec for the Client and if so, request an authorisation code and provide an update to the Director of Finance
- Assisting clients with service charge and ground rent queries
- Keeping key register of keys received and requests from previous agent/client
- Assisting with a budget set up for a new block
- Updating the system with contact details once contact sheets are returned
- Typing up meeting minutes, updating certain tickets once task completed
- Drafting communications for new blocks, all notices and letters regarding important information relating to works etc.
- Covering Line Manager/team members’ workload while they are on annual or sick leave
- Providing regular updates to clients
- Assisting in new block set-up on in-house systems, maintaining updated contact info
- Looking after the administrative side of each block in your portfolio
- Attending client meetings online and assisting the Onboarding Manager, whether within normal working hours or by agreement out of hours
- Ensuring all the blocks in the portfolio are efficiently managed and maintained
- Working closely with all departments across the Company
- Supporting Line Manager in managing relationships with all parties and issues reported
- Providing HR with contact details to the previous management agent before transfer
- Following internal processes (e.g., key request process, transfer)

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