Property Adminstrator

SUMMARY:
Property Administrator | Commercial, Retail & Industrial Property | Cape Town

WE'RE HIRING: PROPERTY ADMINISTRATOR – CAPE TOWN
Keep Properties Organised. Support Operations. Deliver Exceptional Tenant Service.

Are you an experienced Property Administrator, Commercial Property Administrator or Leasing Administrator with strong administrative skills, attention to detail and experience supporting property management operations?

A leading Property Development and Property Management Company is seeking a proactive, organised and detail-oriented Property Administrator to support the administration of a diverse commercial, retail and industrial property portfolio in Cape Town, Western Cape.

This opportunity is ideal for someone with experience in property administration, lease administration, tenant management, invoicing, rental billing, contractor coordination and financial administration.

The successful candidate will work closely with Property Managers, Operations Managers, Building Managers, tenants and service providers to ensure accurate property records, efficient administration and excellent service delivery.

About the Role
As the Property Administrator, you will provide essential administrative and operational support across the property portfolio.

You will be responsible for maintaining accurate tenant and lease records, coordinating property-related documentation, assisting with billing and financial administration, responding to tenant queries and supporting the day-to-day administrative requirements of the property management team.

The role requires someone who is highly organised, deadline-driven and comfortable managing multiple administrative priorities in a fast-paced commercial property environment.

POSITION INFO:
Key Responsibilities

Property & Portfolio Administration

• Provide administrative support to the Property Management and Operations teams.
• Maintain accurate property, tenant and building records.
• Update property management systems and administrative databases.
• Coordinate property documentation and correspondence.
• Maintain organised electronic and physical filing systems.
• Assist with property inspections, reports and operational administration.
• Track outstanding administrative matters and ensure timely follow-up.
• Support effective communication between Property Managers, Building Managers and tenants.

• Lease Administration & Tenant Records

• Assist with preparing and administering commercial lease documentation.
• Maintain accurate tenant information and lease records.
• Monitor lease commencement, renewal, escalation and expiry dates.
• Update lease amendments and tenant account information.
• Assist with tenant onboarding and occupation documentation.
• Coordinate lease-related correspondence.
• Maintain lease schedules and relevant supporting documentation.
• Support Property Managers with lease compliance administration.
• Tenant Relations & Customer Service

• Respond professionally to tenant enquiries and administrative requests.
• Maintain effective communication with commercial, retail and industrial tenants.
• Assist with resolving tenant account and administrative queries.
• Coordinate tenant requests with the relevant Property or Building Manager.
• Maintain accurate records of tenant complaints and follow-up actions.
• Support positive tenant relationships through prompt and professional service.
• Rental Billing & Financial Administration

• Assist with monthly rental billing and tenant invoicing.
• Verify tenant charges against lease agreements and billing schedules.
• Assist with rental escalations and recoveries administration.
• Support tenant account reconciliations and billing query resolution.
• Monitor outstanding invoices and assist with debtor follow-ups.
• Process and maintain supplier invoices and supporting documentation.
• Assist with accounts payable and receivable administration.
• Support accurate financial records and property-related reporting.
• Maintenance & Contractor Administration

• Log and track maintenance requests.
• Coordinate administrative communication with contractors and service providers.
• Assist with scheduling property maintenance and inspections.
• Maintain contractor documentation, quotations and invoices.
• Follow up on outstanding work orders.
• Update maintenance records and service schedules.
• Support Building Managers and Operations Managers with contractor-related administration.
• Reporting & General Administration

• Prepare property administration reports and schedules.
• Maintain accurate tenant, lease and contractor databases.
• Assist with monthly property management reporting.
• Track lease renewals, outstanding documentation and administrative deadlines.
• Support budget and expenditure administration.
• Maintain accurate records for audit and compliance purposes.
• Assist with general office and portfolio administration.

• Grade 12 (Matric).
• Previous experience in Property Administration, Lease Administration or Commercial Property Management support.
• Experience within commercial, retail or industrial property environments advantageous.
• Strong administrative and organisational skills.
• Understanding of lease agreements, tenant administration and rental billing.
• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Excellent written and verbal communication skills.
• Ability to manage multiple deadlines and administrative responsibilities.
• High attention to detail and accuracy.

• Diploma or qualification in Property Management, Business Administration, Finance or a related field.
• Experience using MDA, MRI or similar property management software.
• Knowledge of commercial lease administration.
• Experience with tenant billing, reconciliations and accounts administration.
• Exposure to facilities management or contractor administration.

• Property Administration
• Commercial Property Management
• Retail & Industrial Property Administration
• Lease Administration
• Tenant Management
• Rental Billing & Invoicing
• Accounts Receivable Administration
• Accounts Payable Administration
• Tenant Account Reconciliations
• Contractor Coordination
• Maintenance Administration
• Property Management Systems
• Microsoft Excel
• Document Management
• Property Reporting
• Customer Service
• Stakeholder Communication
• Planning & Organisation
• Attention to Detail
• Time Management

• Join an established Property Development and Property Management Company.
• Gain exposure to a diverse commercial, retail and industrial property portfolio.
• Work closely with experienced Property Managers, Operations Managers and Building Managers.
• Develop your skills in lease administration, tenant management and property finance.
• Build your career within the commercial property management industry.