Property Administrator

**Division**

: Property Management

**Location**

: Durban

**Reporting to**

: Head (KZN Region): Property Manager

**PURPOSE OF JOB**

Perform full property administrative function, which includes effectively managing billings in line with respective tenant leases, arrears, and tenant queries, as well as lease preparation and conclusion.

**KPA**

**KPI**

**Tenant Administration**

Load and update Tenant on the In-house PIMS system;
Tenant Statements:

- Receipt allocations from Bank Statements
- Current expiries
- Interest generation
- Meter reading generation
- Manual billings/adjustments/recoveries
- Lease billings
- Debit Run
- Finalized statements to Tenants.
- Debit Orders
- Reconciliations and resolution of queries
- Tenant Turnover
- Finalize vacated Tenant accounts and Deposit refunds

**Lease Administration**
- Obtain Credit Check and FICA where necessary
- Raise Lease input summary (LIS)
- Raise lease on the In-house PIMS system
- Update Lease Register
- Annual Municipal and Rates increases
- Draft Lease Authority Requests for submission to Landlords in conjunction with PM
- Draft Offers to Lease in conjunction with PM
- Deal with Leasing Hub on drafting of leases and checking in conjunction with PM
- Send Offers to Lease and Leases to Tenants and follow up to conclusion of lease process.
- Follow up on Tenant Installation Allowance Requirements for processing.

**Arrear Administration**
- Following up on outstanding payments
- Update the Arrears report timeously
- Update and utilize company credit control service provider facilities (TPN)
- Prepare handover to Legal Credit Controller where applicable

**Property**

**Administration**
- Maintain Property, Unit, Tenant and Lease data on In-house PIMS system Maintain Lease audit schedules
- Update 18mth Expiry Report / Lease register / Tenant Retention Report
- Follow up and update Tenant Turnover Info on PIMS
- Notify Utility Management company of any tenant changes/updates
- Notify Finance of any Utility/Municipal/Recovery Accruals monthly
- Maintain Parking Schedules and Access discs
- Processing of Municipal and other invoices in conjunction with PM and Finance
- Account Reconciliations

**SKILLS **AND COMPETENCIES ESSENTIAL TO THE POSITION**

**You should have/be**:

- Very strong communication skills
- Innovative thinking and ability to follow process
- Dynamic and enthusiastic
- The ability to interact professionally with tenants
- Competent time management skills
- Professional attitude and capability and personal initiative
- Be deadline driven

**Business**
- Excellent communication and interpersonal skills on all levels.
- Strong negotiations skills.
- Dynamic and enthusiastic
- The ability to interact professionally with tenants
- Competent time management skills
- Professional attitude and capability and personal initiative
- Organisation and project management skills.
- Flexibility to work outside of office hours for centre events, activations or weekends

**Human Capital**
- Transparent honesty.
- Reliability.
- Positive Attitude and highly motivated
- Lead by example.
- Assertive and effective communication.
- Sensitive to client and staff requirements and problems.
- Ability to create a professional office environment
- Organization and planning skills.
- Demonstrate strong moral values, empathy, passion, career aspirations, and positive living

2

**QUALIFICATIONS AND EXPERIENCE**

**Qualifications**
- Grade 12 (Matric), Relevant Diploma, Strong Proficiency in relevant computer packages (MS Office) and software package

**Experience**
- A minimum of 3 - 5 years’ experience in Property Administrator role and/ Financial accounting experience
- Customer Service and/or sales experience is a must
- Background in Property Leasing would be advantageous
- Strong Proficiency in relevant computer packages (MS Office) and software packages (PIMS or MDA)