Property Administrator

2 days ago

Durban, South Africa Broll Property Group Full time

**POSITION PURPOSE**

Responsible for the Property Administration functions. Assist in ensuring maximum income of Property through effective property administration. Assumes responsibility for the effective administration of the Property and facilities. Assumes responsibility for the effective maintenance and reporting of financial records. Assumes responsibility for ensuring professional business relations. Effectively supervises Property personnel, ensuring optimal performance. Assumes responsibility for related duties as required or assigned. Keeps management well informed of area activities and significant problems.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**
- ** Assumes responsibility for the effective administration of the property and facilties.**

Leases
- Keeps a register of all lease movements
- Prepares and drafts offer to leases, cessions, camcellations and addendums of lease agreements
- Keeps management informed of lessing activities and any signficant problems
- Update and maintain lease audits and buidling lease profile and any leasing reports
- Negotiates certain leases/renewals as prescribed by manager, including parking bays
- Ensures correct revenue stamping, where applicable
- Ensures correct signatories in place
- Records tracking of document until completion
- Effective handling and communication of tenant queries with supporting information

Tenant Liason
- Run Risk Analysis and reporting thereof
- Checks prospective tenant details via credit bureau for adverse information
- Confirms initial payment before the lease agreement is drawn up
- Advises Operations/Facitilies Manager of new or vacating - arranges for signage/keys/parking disc etc.
- Advises Marketing Manager - of new or vacating tenant
- Amends vacancy schedule
- Updates tenant schedule

Municipal charges, services and Utilities
- Analyse Municipal accounts, leases and any services to tenants for the recovery thereof
- Analyse the methodology of the expense and the recovery thereof
- Liase with meter reading companies and municiplalities
- Create and maintain spreadsheets, keeping track and comparing recoveries
- Input/Capture recoveries
- Carry out annual actualisations and recovery thereof
- Maximising recovery ratio’s and effective control
- Reporting on municipal charges, servcies and utilities including required schedules, budgeting and forecasting
- Effective handling and communication of tenant complaints and queries with supporting information

Turnover Administration
- Liasing with tenants for monthly Turnover submissions as per lease agreement
- Analysing the Turnover submitted and recommendations relating to same
- Keeping a track record of the submissions
- Capturing of monthly Turnover figures
- Calculating Turnover Rentals on monthly reported figures
- Raising Turnover Rentals after checking and approvals
- Liasing with tenants in obtaining the Annual Audited Turnover Certificate and checking thereof
- Re-calculating Turnover Rental based upon Annual Audited Turnover Certificates
- Effectve handling and communication of Raising of Turnover Rental and any penalties
- Supporting documenation are checked
- Assisting in Turnover Rental Audits
- Ensure that accurate Reporting of Turnover items

Reports
- Ensures that accurate tenant schedules are maintained for each building
- Vacancy schedule is updated and copied to each member of staff
- Compilation and presentation of the above with the building financial details and general information, to form the monthly client report
- Compiles monthly management report pack and budget packs
- Complies Quareterly, Budgets and forecasting reports
- Ensures that deadlines are met

Financial
- Assists Management with all aspects on the income and expenditure
- Assists Management with all aspects for budgeting, forecasting and required reports
- Assists Management with Debtors Control, Arrears, Reconcilaitions, Analysis
- Assists with Petty Cash, control, reporting and accurate records accoring to procedures and policies

Facilities
- Captures, records, follow up all faults with Facilities Manager
- Captures, records, follow up on Suppliers recommendations loading and updates
- Captures, records, follow up on Purchase Orders, Invoices and any Supplier Reconciliatons.
- Prepare, capture, records, follow up all Capital Expenditures and reconciliations thereof.
- Assists with Budgets and Forecasts

General
- Broker liaison
- Tenant correspondance
- Filing/ archiving
- Annual audit preparation
- Tenant complaints
- Contracter liaison
- ISO compliance to policies and procedures
- **
Assumes responsibility for the effective maintenance and reporting of financial records.**
- Oversees preparation of monthly, quarterly, annually, and other management reports.
- Assesses and reports on monthly performance against budgets.
- Prepares and motivates consolidated reports for submission to Compnay and client
- **
Assumes responsibility for ensuring professional business relations with tenan

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