Property Administrator (Office) - Durban - Umhlanga Ridge

Key Performance Areas

Administration

• Submit copy of agreement of lease and tenant criteria documents to Docuhub.

• Follow up on outstanding lease agreements and on FICA documentation.

• Drafting renewals / new lets, cessions, cancellations, addendums, parking agreements and related documents.

• Liaise with tenants, Property Manager, Leasing Consultant, Credit Controllers, and agents about lease agreements.

• Ensure correct loading of agreements on the system.

• Ensure the correct loading of debit orders.

• Loading vendors on EFT Sure

• Ensure tenant recoveries are billed (Diesel, Water, Maintenance Team recoveries, Adhoc Recoveries)

• Open and upkeep tenants' files.

• Attend to lease audits and parking audits

• Complete and upkeep of outstanding lease reports as well as reports on new lets and renewals have already been concluded.

• Track Broker commission and Tenant installation invoices and check validity before submitting for payment

• Check forward statements and utilities at month end

• Assist Property Manager and SBU as and when required.

• Advise meter readers of any changes.

• Assist with compilation of the monthly report packs.

• Assist with the budget process.

• Perform secretarial functions when requested.

• Calculate annual rates and refuse and process adjustments.

• Prepare renewal sheets with information on current and budgeted charges.

• Load/file of takeback inspection reports received by Building Managers.

• Write housekeeping letters and reports.

• Attend to tenant queries on range of issues including but not limited to housekeeping, building faults, electricity / water queries (RMS), account queries.

• Weekly reporting on outstanding offers / leases / FICA.

• Monthly reporting on GLA / vacancies

Requirements

Knowledge

• Knowledge of property management

• Know the tenants within the portfolio.

• Understand the buildings in the portfolio.

• Place orders and process payments on Fraxion.

• MRI System awareness.

• Understand the budgeting and reporting process.

Job Specific Skills

• Computer literacy

• Ability to draw schedules/reports on system

• Good communication skills – written and verbal

• Time management skills

• A good mix of interpersonal and administrative skills

• Good problem-solving skills

• Excellent touch-typing skills with a high accuracy rate

Competencies

• High attention to detail

• Ability to cope under pressure

• Hardworking and highly organized

• Excellent interpersonal skills and a team player

• Excellent time management skills

• Proactive, self-starter with initiative

• Flexible

• Ability to multitask

• Client focused at all times (internal & external)

• Excellent communication skills

Experience

• Minimum 2 – 3 years of experience in property management, administrative or client interaction roles required

Education

• Post matric qualification in Property Management or equivalent diploma/degree is a prerequisite. OR

• NQF 4/5 Real Estate Certificate

Internal Liaison

• All internal stakeholders

External Liaison

• Tenants/Clients

• Contractors