Property Administrator (Cape Town)

SUMMARY:
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.

POSITION INFO:

KPIs/KPAs

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

QUALIFICATIONS AND EXPERIENCE

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