Property Administrator

7 months ago

Benoni, South Africa Growthpoint Properties Full time

**Job purpose**

Provides administrative and specialized support to the Centre / Portfolio Manager/s. Attend to tenant queries on range of issues including but not limited to electricity / water queries /Lease admin queries via the RMS portal.

**Duties and responsibilities**
- Draft offers and collate lease information (as required for GOBI)
- Draft all agreements, incl lease agreements, addendums etc.
- Ensure finalized leases are sent to head office for scanning;
- Capture leases on the Property Management system and notify the utility company of any changes or updates to tenancies.
- Collect all outstanding leases
- Follow up and finalize all outstanding lease agreements and Client Verification documentation (GOBI)
- Ensure all tenant GOBI and lease documentation is uploaded on the tenants profile on MRI
- Process tenant take back inspection reports and notify Building and Leasing Consultants as well as utility management company and credit controller.
- Liaise with Clients, Documentation Specialist, Portfolio Manager, Centre Manager, Leasing Consultant, Credit Controller, and external Brokers about lease agreements
- Draft and check accuracy of Lease Agreements before sending to Clients for signature
- Prepare lease approval sheets with information on current and budgeted charges
- Ensure the correct loading of debit orders
- Process annual rates and refuse recovery and insurance adjustments for loading onto the Property Management system;
- Calculate and get approval for posting of credit and debit adjustment batches.
- Check forward statements monthly to ensure accurate billing to tenants
- Assist with deposit refunds and returning of bank guarantees
- Ensure data clean-up on the Property Management system
- Perform lease audits
- Manage the tenant movement forms communication with RMS
- Capture projections into the Property Management system monthly
- Capture budget into the Property Management system annually
- Take minutes and record action items agreed to in the Monthly Report Back meeting with the utility company
- Assist with compilation of the monthly report packs
- Assist Portfolio/Centre Managers and SBU as and when required
- Complete and upkeep outstanding lease reports as well as reports on new lets and renewals already concluded
- Update and keep tenant contact list and detail up to date.
- Raise ad hoc batches as required by the Portfolio / Centre manager and ensure sign off of same prior to processing.
- Ensure tenant files are kept either electronically or on site bearing in mind POPIA requirements.

**Experience & Qualifications**
- Diploma/degree is a prerequisite.
- Minimum 1 years of experience in property management, administrative or client interaction roles required
- Knowledge of property management is an advantage

**Personal Attributes**
- High attention to detail
- Ability to cope under pressure
- Hardworking and highly organized
- Excellent interpersonal skills and a team player
- Excellent time management skills
- Proactive, self-starter with initiative
- Flexible
- Ability to multitask
- Client focused at all times (internal & external)
- Excellent communication skills

**Competencies and Skills**
- Computer literacy
- 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

**Working conditions**

This position is office based and works on a normal 40 hours a week. Busy periods may require extra hours to ensure deadlines are met. Employees may be required to travel for business purposes.

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