Property Portfolio Administrator

2 weeks ago

Stellenbosch Western Cape, South Africa ProRecruit Full time

Our client, a property market Leader in South Africa, are currently looking for an Portfolio Administrator who can start as soon as possible, or immediately at their offices in Stellenbosch. Preferably someone who has worked in a similar position, within a Property company, or within the property industry, that understands the extreme pressure of the position

**Job Purpose**:
The Portfolio Administrator will be responsible for coordinating, compiling and capturing of all the data and resources relating to the property portfolio to ensure the quality and data integrity of MDA and other systems are held to the highest standard. The core focus of this role is to ensure the data captured is accurate and that all CRM cases are attended to in a timely fashion to avoid any delays in the CRM circulation procedure.

**Requirements**:
Grade 12

2-3 years’ work experience

Knowledge of MDA Property & Spiceworks Software

Own transport

**Duties include, but are not limited to**:
Leasing Administration (Admin related to prospective tenants/ clients)

Creating and maintaining all Leasing Advertisements on Propdata, Property 24 and other platforms.

Weekly update Master Prospect Sheet: closing completed cases on instruction

Update Pipeline and Signed Leases summary sheets from team meetings and finalize for Manco reporting.

Follow up on leads: missed calls from the weekend and other.

Capture / load completed Lease Reviews (CRM cases) - Ensuring that all the information on the lease is correct. This data is used for billing

Create new tenant accounts on MDA and update tenant information.

Allocate tenants to units.

Allocate rate per square meter on MDA as per AM Budget.

Attaching all applicable documents and information to MDA and Other Systems.

Inform Finance of new lease agreements/addendums and errors or amendments

Application Management for Leasing (Leasing App) - To Be Implemented

Administration MDA Project (administration related to existing clients/ properties)

Ensure updated SAPOA Plans are attached to each property (Units on MDA to correspond with the SAPOA plans).

MDA data & server update project.

MDA data - continued maintenance.

Create and update tickets Spiceworks tickets generated from Leasing Manco and produce Action Register for Manco.

MDA Champions
- Ensure that communications are efficient and timely by taking and distributing minutes.

General Admin and data capturing on a daily basis

Generate Reports for Asset Management and Leasing

Creating and Maintaining monitoring Reports. (Including creating Power Queries to gather live information from databases)

Assisting with EXCO & Manco Reporting: refresh and format pivots; create proposal summary, property to prospects pivot and other reports

Leasing CRM Case Reporting

MDA Database Project Reporting

Market Data Reporting

Run a weekly Prospective Tenant report and save to the Master Prospect Sheet/Tracking Report.

Run a weekly prospect count report and circulate

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