Property Administrator

Closing Date
2023/01/13
- Reference Number
SHO230106-2
- Job Title
Property Administrator
- Job Type
Permanent
- Location - Country
South Africa
- Location - Province
Western Cape
- Location - Town or City
Brackenfell, Cape Town
- Purpose of the Job

The purpose of the Property Administrator role is to provide efficient administrative support and liaise with tenants, debtors and suppliers to ensure a timely and responsive property administration service. This role assists the Property Manager with the preparation and drafting of budgets, report variances and reconciliation of expenses.
- Job Advert Details
- Job Category
Administrative
- Job Objectives

**Leases**
- Prepare leasing proposals and ensure accurate, timeous, and efficient facilitation of leasing documents including filing, processing, communicating any changes, lessor-lessee signing, and regional management sign-off
- Ensure accurate capturing of leasing documents, agreements, and contracts on the SAP system and/or other applicable systems.
- Provide updates on Leasing Audit Reports, and create monthly reports for the Property Manager regarding outstanding Leases and renewals as per agreed standards and timelines
- Administer lease terminations ensuring that all relevant documents are processed and completed including Vacate Notices and Deposit Refund Notices

**Debtors**
- Prepare Debtor billings, and ensure accurate, timeous, and efficient facilitation of Tenant Invoices, Statement, and correspondence, Pre-Billing checks, contracts, and conditions of Loaded bill, including Debtor account collection, reconciliation and reporting according to agreed standards and timelines
- Preparation of Withholding Tax/VAT Certificate Billings where applicable including yearly reconciliation and reporting to Head Office and Supermarkets regarding certificates processed
- Provide support on Debtor queries
- Administer the hand-over of debtors to Legal department

**Recoveries/Utilities**
- Ensure accurate, timeous, and efficient capturing, filing, and document management of all recovery/utility bills including the reconciliation of meter photos, council invoices, and meter readings from Centre Managers
- Provide support to any tenant with any queries/disputes and ensure accurate processing of any corrections
- Submit the approved files and memos for Admin processing of Recoveries/Utility charges

**Bank Allocations**
- Ensure accurate, timeous, and efficient capturing, filing and document management of all Payments Received, Bank Statements, Recons, and Proof of Payments
- Compile and submit Bank Allocations Reports of the Funds Received (USD and Local Currency Accounts) to relevant persons to Admin for Allocation
- Provide Support for any payment corrections or reallocation

**Supplier**
- Ensure accurate, timeous and efficient processing and facilitation of all documents within this area, including quotes and invoices on SAP PO, as well as the supplier reconciliation and reporting according to agreed standards and timelines
- Provide support on queries regarding supplier payments, quotes and invoices, and building maintenance
- Obtain authorization with senior management in the processing of invoices and quotes according to the company approval framework

**Budget**
- Ensure accurate, timeous, and efficient processing and facilitation of all documents within this area, including the reconciliation of Centre Cost, Recoverable Expenses, and Building Maintenance Expenses on SAP
- Provide assistance to the Property Manager with relevant SAP information and reports for the drafting of budgets

**General Coordination**
- Attend management meetings on Arrears and Lease Audits reporting
- Assist the Property Manager with Letters and Memos, including correspondence with Centre Managers as and when required
- Ensure accurate, timeous, and efficient processing and facilitation of all documents for the General Property Manager and submission to the Head Office within this area, including the reconciliation of Centre Cost, Recoverable Expenses, and Building Maintenance Expenses on SAP
- Qualifications
- Matric/Grade 12 or equivalent qualification (essential)
- Diploma in Administrative studies or Finance, Property Studies, Business, Legal or an equivalent field (beneficial)
- Experience
- 2+ years experience in debtors' reconciliation administration or similar role with knowledge of and practical experience of debtors' administration support and processes (essential)
- Exposure to property administration with knowledge of and practical experience of property administrative support and processes (highly advantageous)
- Good proficiency with MS Office 365 with well-developed Excel skills (essential)
- Exposure to SAP Real Estate (beneficial)
- Knowledge and Skills
- Energetic and vibrant, enjoys working in a dynamic, fast-paced environment
- Well-developed interpersonal skills - able to interact, engage and maintain professional relationships with people at all levels of