Finance / Property Administrator

4 weeks ago

Cape Town, South Africa Global Talent Solutions Full time

Property Administrator - reports to Property/Portfolio Manager (PM)

At Take-on of New Properties:

- Obtain leases, tenant files, billing history, tenant deposits, budgets, etc from previous Property Manager/Landlord
- Load all details on MDA; Owner, Property, Tenants and Leases. Ensure MDA building map ties up to actual plans and all space occupied and vacant is accounted for, including parking bays.
- Load existing budget on MDA (if no budget, PA to assist PM to prepare and PA to load)
- Provide Property Manager with all reports, plans, budget, etc for audit

At Termination of Management of Properties:

- Prepare files for hand-over
- Liaise with new Owner/Manager to provide information requested
- Close all tenant accounts by clearing balances, suspending late payment interest, stopping recurring charges and closing all accounting
- Advise Portfolio Admin Manager when all closed in order for Property to be closed

On-Going Admin
- Load leases on MDA ( new and renewals) - give lease schedule and schedule pages to Property Admin to check, ensure that tenant diary completed for annual events eg turnover certificates, etc
- Bill tenants for rent and related charges, ensure recoveries are maximised in terms of lease agreements. Print recovery exception report and check that each tenant is billed each month for all municipal recoveries. Sign & file with pre-billing check each month.
- Monitor recovery percentages.
- Advise meter readers in writing of changes to billings/tenancies and follow up to check that changes have been made on next report
- Obtain turnover certificates from tenants on due dates by checking tenant diary each month and bill and collect any ad hoc/annual amounts due by tenants, e.g. turnover rent
- Calculate and bill annual rates increases to tenants by no later than September rent statements
- Ensure arrears are less than 5% by performing the credit control function of contacting tenants, sending letters of demands and if necessary, in agreement with Property Manager and landlord; initiate legal action
- Send monthly reports to owners for accounting purposes, minimum of cash flow and rentroll by last day of the every month.
- Where required, assist in the preparation of management reports for monthly management meetings or as agreed with landlord
- Ensure that monthly owner payments/bond payments are made on due date
- Check and sign expense accruals, in order to ensure that; the amount is correct, the invoice number is correct, descriptions are correct, costs are allocated to correct buildings, correct suppliers and expense categories as per the budget
- Update tenant deposit list per building on a monthly basis
- Assist Property Manager with budget preparation and load completed budgets on MDA
- Convene and confirm management meetings as required and take minutes of any such meetings

Leasing
- Advise vacancy schedule co-ordinator of changes to vacancy schedule as and when they occur
- Assist with preparation of offer to tenant where required
- If tenants notify that they will not be renewing, advise PM and broking, once PM confirmed ok to advise broking
- Assist PM with broker enquiries as required
- On notification of a tenant vacating, ensure that all the relevant parties are notified to initiate vacating inspections and deposit refunds.
- Initiate tenant deposit refunds.
- For new Tenants advise Building Managers/Facilities Manager of B/O date and lease commencement date

Facilities
- Assist with calling of contractors to arrange meetings, enquiring about status of jobs underway as required by Property Manager

General
- Keep Property Managers diary if required
- Arrange meetings if required
- Take minutes of meetings where required
- Assist with general message taking, fielding calls if possible and drafting letters to tenants and service providers where required by Property Manager
- Ensure filing is kept up to date

This description is not restrictive and the Property Administrator may be required to perform other tasks as directed from time to time.

**Job Types**: Full-time, Permanent

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