Office Administrator

Reference: PTA000128-MM-1

Introduction: Our client, a well-established property management company based in Doringkloof ,Centurion is seeking a highly organised and detail-oriented Office Administrator to support their Property Management function. The successful candidate will provide administrative, tenant, utility, governance, reporting, and document control support while managing multiple priorities in a fast-paced property environment.

Job Purpose: To provide effective administrative and operational support to the Property Management team by maintaining accurate records, coordinating reporting requirements, assisting with tenant administration, utility administration, governance processes, and ensuring compliance with contractual obligations. The role requires a proactive individual with strong organisational skills, attention to detail, and the ability to manage deadlines while engaging professionally with internal and external stakeholders. Duties & Responsibilities

REQUIREMENTS Minimum education (essential):

• National Senior Certificate

Minimum applicable experience (years)

• 2-4 years

Required nature of experience

• Commercial property administration and lease administration.

• Governance and document control administration.

• Utility administration and recoveries.

• Tenant administration and stakeholder communication.

• Financial and budget administration support.

• Office administration and facilities coordination.

• Working with Property Management Agreements (PMAs) and service level agreements (SLAs).

Skills and Knowledge (essential)

• Proficiency in MDA (Beneficial).

• Strong Microsoft Office skills (Excel, Outlook, Word).

• Working knowledge of commercial lease agreements and lease administration.

• Strong document management and record-keeping skills.

• Experience using SharePoint or similar document management systems.

• Excellent organisational, planning, and multitasking abilities.

• Strong verbal and written communication skills

Other

• Professional communication skills in English (Afrikaans advantageous).

• Own transport and license

KEY PERFORMANCE AREA WEIGHTS AND OBJECTIVES Office Management & General Administration

• Manage office facilities and day-to-day administration.

• Coordinate stationery and grocery procurement.

• Conduct monthly stocktakes.

• Maintain office supply inventories.

• Support the smooth day-to-day functioning of the Property Management office.

Governance, Property & Contract Administration

• Maintain Property Management Agreement (PMA) schedules and service delivery trackers.

• Maintain SLA registers, contractor agreements, expiry schedules, and renewal trackers.

• Coordinate shareholder meetings, AGMs, and property management meetings.

• Prepare agendas, minutes, attendance registers, and action logs.

• Maintain SharePoint filing structures, property records, lease files, compliance documentation, and document version control.

• Maintain annual operational trackers for budgets, compliance, insurance renewals, statutory inspections, and reporting deadlines.

Tenant & Utility Administration

• Administer the property management mailbox and coordinate tenant communications.

• Maintain tenant communication records and escalate unresolved matters where necessary.

• Compile monthly utility consumption reports and identify abnormal variances.

• Maintain utility recovery schedules and coordinate submissions for recoveries.

• Monitor diesel recoveries, shared utility allocations, and assist with utility reconciliations.

• Maintain arrears schedules and support tenant account follow-ups.

Financial Administration Support

• Assist with annual operating budget preparation.

• Prepare budget variance commentary.

• Coordinate prebill administration and approval workflows.

• Manage diesel, utility, ad hoc, and sub-tenanted building recoveries.

• Prepare supporting schedules for the Property Accountant.

Compliance, Reporting & Stakeholder Management

• Maintain accurate records, trackers, registers, and reporting packs.

• Ensure compliance with PMAs, document retention policies, and governance requirements.

• Build effective relationships with tenants, contractors, shareholders, finance teams, and property managers.

• Handle confidential information professionally and discreetly.

• Contribute to continuous improvement of administrative processes and service delivery.

Remuneration Offered Market related