Property Administrator

3 months ago

Southern Suburbs, South Africa Growthpoint Properties Full time

Job Title and Job Grade

Property Administrator
Job grade: B5

Job Purpose

Provides administrative support to the Property Manager to manage a property portfolio. Responsible for administrating leases, debtor’s administration and recovery and building maintenance administration. Ensures that proper records are kept of all contracts and invoices. Prepares, distributes, and files correspondence and documents.

Role Location

Montclare Place, Claremont, Cape Town.

Working Conditions

This position is office based and works on a normal 40 hours a week. Busy periods may require extra hours to ensure deadlines are met.

Reporting Manager

The Property Administrator reports to the Property Manager (x2)

Direct Subordinates

No direct subordinates.

Budget Responsibility

Assist the Property Managers with the printing of the Budget pack. Prepare the op cost schedule together with the graphs for the new FY Budget.

Duties and responsibilities
- Follow up on outstanding lease agreements and on FICA documentation.
- Liaise with tenants, Portfolio Manager, Leasing Manager, Credit Controllers, and agents about lease agreements.
- Ensure correct loading of agreements on the system.
- Ensure the correct loading of debit orders.
- Open and upkeep tenants’ files electronically & ensure the share drive is kept tidy and up to date information is easily accessible.
- Process lease audits biannually.
- Complete and upkeep outstanding lease reports as well as reports on new lets and renewals already concluded.
- Assist Portfolio Manager and SBU as and when required.
- Advise meter readers of any changes and ensure that all queries are logged onto the RMS tool platform and are kept up to date.
- Assist with compilation of the monthly report packs.
- Assist with the budget process.
- Perform secretarial functions when requested.
- Loading of all un
- deposits and various adjustments (legal, team maintenance etc on tenant’s account.
- Update buildings Units, GLA’S or description.
- Calculate annual and insurance rates adjustments for loading onto MRI.
- Write housekeeping letters and reports.
- Attend to tenant queries on range of issues including but not limited to housekeeping, building faults, electricity / water queries (RMS), account queries.
- Attend monthly utility meetings and assist the property managers to ensure correct billing and scrutinize the reading reports and ensure tenants billing is accurate at all times.
- Ensure all municipal bills have been received, ensure no bills are outstanding, follow up on outstanding bills.
- Weekly reporting on outstanding offers / leases / FICA.

Experience
- 2-3 years of experience in a documentation and secretarial environment or similar environment.
- Knowledge of leasing process and documentation will be an advantage.

**Qualifications**:
Post matric qualification in Property Management or equivalent diploma/degree is a prerequisite.

Competencies
- Computer literacy
- Ability to draw schedules/reports on system
- Good communication skills - written and verbal
- Time management skills
- A good mix of interpersonal and administrative skills
- Good problem-solving skills
- Excellent touch-typing skills with a high accuracy rate

Personal Attributes
- High attention to detail
- Ability to cope under pressure
- Hardworking and highly organized
- Excellent interpersonal skills and a 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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