Property Administrator

SUMMARY:
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POSITION INFO:

Junior to Senior:

It is a requirement of this position that the Junior Property Administrator takes full responsibility for all administrative matters relating to the Residential- and/or Commercial Property Portfolio. This includes liaising with tenants, service providers, contractors and property owners, the preparation of lease applications & lease agreements, capturing of property, tenant & lease details on the Company’s property management system (‘MDA’), debtor and creditor accounts administration (including local authority accounts management), utilities management, the updating of data on MDA, property inspections, service provider selection, procurement & contracting and reactive & proactive property maintenance management. The role also includes taking care of all the general office administration and day-to-day operations including, but not limited to, doing viewings with potential tenants.

Daily Responsibilities:

Queries and Reconciliations

Ø Responding to matters raised by property owners, tenants and service providers within one day of receipt.

Ø Responding to all queries in respect of rental and other charges (utilities, rates, interest, legal fees, recoveries, etc.) and maintenance within one day of receipt.

Ø Attending to all reconciliations in respect of rental and other charges within one day of receipt.

Ø Processing of all adjustments including ensuring that any credit or refunds due to the owners and/or tenants are processed timeously.

Ø Filing of all correspondence in respect of the above.

Ø Assisting potential tenants with viewing the property including, but not limited to, common areas, the show apartments, and the estate office.

Ø Calling, or making contact, with potential tenants to assist them with their applications.

Vacancies

Ø Vacating tenants on MDA at the end of lease periods if the tenant does not renew its lease.

Ø Filing of all correspondence in respect of the above.

Ø Updating of vacancy notes on MDA when a tenant is vacated.

Ø Showing vacant units to potential tenants (as required).

Lease administration

Ø Preparation of all application forms, including forwarding to tenant and ensuring that all signed documentation is returned timeously.

Ø Obtaining approval under POPI requirements for and checking of tenant credit ratings with TPN, and obtaining Property Manager’s approval of tenant’s credit worthiness.

Ø Preparation of all lease agreements, addenda, cession documents, etc.

Ø Capturing of all lease details in MDA including all tenant details, printing of lease schedule reports and the checking & confirming of it against the lease agreement.

Ø Forwarding of lease documentation to tenants and ensuring that all signed documentation is returned timeously.

Ø Forwarding of signed lease documentation to the landlord for approval and signature and ensuring that all signed documentation is returned timeously.

Ø Ensuring that all FICA documentation is obtained, confirmed and filed with the signed lease agreement.

Ø Maintain tenant files within the requirements of POPI.

Operations

Ø Support Property managers in respect of operations and maintenance issues for the property portfolio.

Ø Preparing and issuing work orders to service providers and contractors with clear instructions as to what work is to be carried out.

Ø Instructing service providers and contractors to proceed with work once the necessary approval has been obtained from the property owner.

Ø General Administration (opening bank accounts, registering companies, making visitors to the office feel welcome, answering phone calls, assisting where necessary to make sure the office is run in the most efficient manner, etc.).

General Administration

Ø Assisting the Property Manager in respect of administration requirements.

Ø Arranging meetings between the Property Manager and the tenant where required.

Ø Securing debit order authorisation instructions from tenants.

Ø Filing of all correspondence in respect of the above.

Monthly Responsibilities

Take-on and Handover

Ø Capturing new building details into MDA, including loading owners, property and tenant details.

Financial

Ø Monitor rental payments and manage rental debtors including capturing of recoverable charges (utilities, maintenance, etc.) legal process in accordance with the Company’s debtor management procedure.

Ø Manage creditor invoicing and check, pay and process on MDA all creditor invoices including those of local authorities / utilities suppliers.

Ø Month end processing including bank reconciliations.

Ø Management and payment of VAT amounts due.

Budgets

Ø Reforecasting of budgets on the last working day of each month.

Ø Preparing projected budget reports by the 6th of each month and presentation to the Property Manager for any adjustments to be made.

Ø Capturing of any adjustments to budgets, recalculating the budget and uploading the revised budget – all to be completed between the 6th and 12th of the month.

Management Reports

Ø Preparing Trial Balance, Rent Roll and Owner Statements for each property before the 7th of the month, including making the reports available to property owners.

Ø Preparing full management reports for each property before 13h00 on the 17th of each month, including making the report available to property owners.

Owner Statements and Owner Payments

Ø Close and run Owner Statements for the month before 09h00 on the 6th of the following month.

Ø Run owner statements for the current month before 09h00 on the 7th of each month calculate the amount to be paid to the property owner.

Ø Owner statement for the month to be sent to Owner together original paid invoices for that period.

General

Ø Ensuring that all recoveries are loaded in respect of items deemed recoverable in terms of the Lease Agreement.

Ø Updating market rentals on MDA by the 25th of each month.

Ø Contacting tenants for turnover figures.

Ø Prepare and manage relevant portfolio parking schedules.

Annual Responsibilities

Ø Municipal rates recoveries adjustments including ensuring that all increases are captured against tenant accounts before the 15th of July each year.

Ø Archiving of tenant files and building office files including management of files in accordance with POPI.

Ø Audit lease agreements for to ensure rental and recoveries are correct.

Knowledge, Skills and Abilities Required

Ø Property administration qualifications and experience.

Ø Excellent written, verbal, interpersonal and organizational skills.

Ø Numeracy and financial skills and appreciation.

Ø Computer literacy and a thorough knowledge of the MDA property management system.

Ø Ability to adapt to a variety of environments and work demands.

Ø Ability to maintain a high level of sensitivity to client and tenants needs.

Ø Willingness to work additional hours as the demands of the job might indicate.

Ø Customer focused attitude.

Minimum Job Qualifications Required

Ø Matric

Ø No property experience necessary (Junior Property Administrator)

Ø Minimum 2 years property management experience (Intermediate Property Administrator)

Ø Minimum 5 years property management experience (Senior Property Administrator)

Ø MDA or similar experience (preferable on Junior- and Intermediate Property Administrator, requirement on Senior Property Administrator)

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