Property Administrator

About the position:

This dynamic property management team is looking for a meticulous, proactive, and driven Property Administrator with a passion for property and people. The ideal incumbent should be a people and process-orientated problem solver who enjoys working in a team but can function independently with little management.

The focus of the role with will be on:

• Commercial Property
• Residential Property
• Land purchase and Development

Responsibilities:

• Use Excel spreadsheets to assist in billing tenants, summarising expenditure and keeping track of lease renewal dates
• Liaison with commercial tenants in renewing lease agreements
• Showing vacant properties to prospective tenants in the Southern Suburbs of Cape Town
• Processing of receipts from the bank statements
• Reconciliations of bank accounts
• Liaising with all stakeholders, including tenants, body corporates, municipalities, contractors, regarding contract administration and maintenance for rental properties
• Organising contractors to attend to maintenance issues
• Property File upkeep
• Capturing property related information onto systems and into Excel
• Handling day to day operations
• Diary management
• Filing general office paperwork
• Updating banking, pipeline and weekly spreadsheets
• Preparing reports when needed
• Maintain office supplies
• Keep a handle on all invoices/accounts/chasing completion monies
• File chasing
• To provide administrative support
• To create brochures, flyers, marketing material, place properties on the internet
• To create invoices for fees and disbursements
• To help in providing an aftercare service to clients
• Answering phone as required and dealing with queries where possible, and/or taking accurate messages
• Expense claims
• Assisting with events
• Creating mail merges, running reports and mail outs
• Archiving electronic records and files and general file administration
• Ask questions, interact and discuss objectives and day to day work with the team
• Be responsible for general office housekeeping
• Be responsible for petty cash
• Ordering stationery
• Arranging property viewing and appointments

Job requirements:

• Matric plus relevant qualifications highly advantageous
• Knowledge of FICA and Code of Conduct
• Previous experience with property rentals and property rental contract administration would be advantageous
• Being a driver in the administrative process and working proactively to ensure that documents are completed in the shortest possible timeframe
• Personable
• Able to work under pressure
• Can-do, positive attitude
• Excellent telephone skills
• Excellent communication skills with good verbal and written English
• Able to work well as a team and by themselves
• Calm and professional working manner
• Well presented
• Excellent administrative skills
• Superior computer skills: Microsoft Word, Excel (intermediate to advanced) and Outlook
• High attention to detail
• Organised, accurate and methodical
• Strong character
• Smart and forward thinking
• Self-motivated
• Provide a high level of customer service
• Focused and highly organised
• If you have some previous administrative experience, this will be extremely useful as the role will be very busy and somewhat demanding from the start.
• The property administration role provides scope for career progression, personal development and networking opportunities. In dealing with plenty of paperwork, you will gradually learn all legislation and regulations surrounding property management, which will prove advantageous as you grow in your role.
• Driver’s license with own transport is essential