Property Operations Administrator

SUMMARY:
We are recruiting for a Property Operations Administrator role to assist with administration and management of all our properties and tenants.

POSITION INFO:

Residential Properties

• Manage advertising and marketing for available residential units to attract potential tenants.
• Oversee the tenant application and vetting process, including background and credit checks.
• Administer lease agreements: prepare, update, and ensure all signed documents are electronically filed and securely stored.
• Maintain and update the monthly rental tracking spreadsheet; communicate with the finance team to raise rental invoices.
• Reconcile rental invoices and deposits against the monthly rental spreadsheet for accuracy.
• Manage tenant exit processes, including notice confirmation, inspection coordination, and deposit reconciliation.
• Coordinate and obtain approval for all maintenance requests, ensuring timely resolution and accurate record-keeping. Emergency maintenance (e.g., burst geysers, gate failures, power/water outages) must be handled 24/7.
• Administer insurance renewals and policy amendments; liaise with providers for residential and commercial property cover.
• Manage insurance claims and coordinate repair/replacement processes for all residential and office properties, including related paperwork and communication with claims departments.
• Organise and communicate annual pest control procedures, ensuring notices are sent to tenants and logistical arrangements are in place for the two-day treatment process.
• Arrange annual servicing of fire equipment to ensure compliance with insurance and safety requirements.
• Monitor electricity purchases for all occupied units using monthly reports and ensure collections are tracked and reconciled.
• Oversee electricity recovery processes, verify no losses are incurred, and coordinate with finance to update recovery records.
• Manage residential accounts receivable bi-monthly: issue written reminders to defaulting tenants, initiate disconnection procedures, and escalate for eviction if payment is not received within the notice period.
• Conduct monthly site visits to residential properties and compile detailed feedback reports.

Commercial Properties

• Manage lease escalation tracking and ensure updates are reflected in the lease management spreadsheet; notify finance to generate correct invoices.
• Monitor lease renewals and expiries at least six months in advance; initiate renegotiation of terms and rates with tenants.
• Prepare and send updated lease documentation for new or renewing tenants.
• Oversee accounts receivable for commercial tenants in alignment with lease agreements; ensure follow-ups are completed if informal communications with tenants are initiated.
• Manage office consumables using an established tracking spreadsheet to control costs and monitor usage patterns.
• Monitor electricity recovery processes for commercial spaces to avoid loss; ensure recovery records are kept up to date.
• Conduct monthly site inspections at commercial properties and submit written feedback reports.