Letting Administrator

SUMMARY:
An established property management company is seeking a highly organised and detail oriented Letting Administrator to join its team. You will be responsible for managing the administrative functions of the rental portfolio, ensuring smooth coordination between landlords, tenants, property practitioners and service providers while maintaining compliance with company procedures and legislative requirements.

POSITION INFO:

Key Responsibilities

• Perform tenant credit checks using PayProp and TPN.
• Reconcile daily rental payments and process tenant deposit refunds.
• Capture debit and credit notes and invoice third-party charges to tenants.
• Prepare commission statements for Property Practitioners.
• Assist with tenant applications, lease agreements and landlord mandates.
• Ensure all documentation is complete, FICA compliant and accurately filed.
• Coordinate lease renewals, rental increases and renewal documentation.
• Update rental information on PayProp and process renewal invoices.
• Coordinate routine property inspections and maintain inspection records.
• Manage tenant maintenance requests by obtaining quotations, securing landlord approval and coordinating contractors.
• Process contractor payments and maintain all related documentation.
• Manage outgoing inspections and finalise tenant deposit refunds.
• Obtain final utility accounts and process service provider payments.
• Monitor tenant arrears, issue letters of demand and liaise with landlords regarding outstanding accounts.
• Prepare monthly utility and third-party invoices, complete account reconciliations and process supplier payments.
• Assist with office meetings, Zoom presentations and general administrative support.
• Maintain accurate electronic filing systems and ensure compliance with FICA and company procedures.
• Perform general administrative and ad hoc duties as required.

Minimum Requirements

• Matric (Grade 12).
• Previous administration experience within the property rental or real estate industry.
• Experience using PayProp (essential).
• Working knowledge of TPN and tenant screening processes.
• Sound understanding of FICA compliance.
• Proficient in Microsoft Office (Word, Excel and Outlook).
• Excellent organisational, communication and administrative skills.
• Strong attention to detail with the ability to manage multiple priorities.
• Professional, customer-focused approach.
• Strong organisational and time management skills.
• Excellent attention to detail and accuracy.
• Problem-solving and decision-making ability.
• Strong numerical and reconciliation skills.
• Ability to work independently and collaboratively.
• Excellent interpersonal and communication skills.
• High level of integrity and confidentiality.