Property Administrator

Job Title and Job Grade

Property Administrator

Job grade - B5

Job purpose

Provide full property administrative and specialized support to the Centre Manager. Responsible for the overall management of tenant leases, monthly reporting on income statements (variances) and vacancy reports. Manage utility recoveries and Tenancy schedule.

Budget Responsibility

None

Who the Position Reports To

The Property Administrator will report into the Centre Manager.

Direct Subordinates

None

Duties and responsibilities
- Prepare analysis comparing actual income versus budget and variance comments
- Drafting of offers for upcoming expiring leases within the following 6 months and new deals
- Liaise with potential new tenants regarding vacancies
- Ensuring that all documentation procedures are correct and manage outstanding leases and tenant correspondence
- Draft guarantee template, liaise with bank or tenant to ensure accuracy and acceptability of guarantee before processed by the bank
- Ensure required credit checks are completed for all new/renewal tenants
- Maintain an accurate tenancy schedule
- Collect and check audited turnover certificates and prepare monthly report
- Complete monthly turnover schedule and quarterly IPD schedule
- Check adjustments and adhoc charges on MRI (Mustard Seed, SB Outdoor, Adreach, etc)
- Check new rates and back charges and draft rates increase letters with calculation details
- Assist CM with the monthly management report i.e. Mall performance, Leasing, Finance, Arrears
- Assist the CM with preparing and capturing of the building budget
- Credit Control - Assist with collection of debt, ensure accurate allocation of payments, resolve debtor queries, recon on accounts, debtor adjustments, liaise with attorney for legal matters
- Conduct pre billing checks and advise meter readers of any changes and check monthly utility reports for large variances and movement
- Check EFT/Debit Order Listing before Run
- Check creditors invoices for accuracy
- Assist Centre Managers and Portfolio Managers as and when required

Qualifications
- Post matric qualification in Property Management equivalent diploma/degree

Experience
- Minimum 5 years of experience in property management, administrative and or client interaction roles required
- Knowledge of property management is an advantage
- Knowledge of leasing process, financial processes, shopping centre operations essential

Competencies and Skills
- Computer literate
- Proficient with the Microsoft Office package and excellent Microsoft Word and Excel skills
- 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

Role Location

The position will be based at Bayside Mall and may require weekend work as it is at a centre and the staff rotate weekends.

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