Office Administrator

SUMMARY:
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.

POSITION INFO:
REQUIREMENTS Minimum education (essential): National Senior Certificate Minimum applicable experience (years): 2-4 years Required nature of experience: Experience within a commercial property or property management environment. Experience with lease administration, tenant administration, and property documentation. Experience maintaining trackers, registers, schedules, and operational reports. Experience coordinating meetings, preparing documentation, and maintaining accurate records. Experience working with utilities, recoveries, arrears administration, or financial administration support will be advantageous. Skills and Knowledge (essential): Proficient in Microsoft Office Suite (Outlook, Word, and Excel) Experience using MDA (Beneficial) and SharePoint or similar document management platforms. Knowledge of commercial lease agreements and basic lease administration principles. Strong attention to detail and accuracy. Excellent written and verbal communication skills. Ability to manage multiple deadlines and priorities effectively. Strong stakeholder engagement and relationship-building skills. Other: Proficient in English Own transport and license KEY PERFORMANCE AREA WEIGHTS AND OBJECTIVES Office Management & General Administration Manage office facilities, stationery procurement, and office supply requirements. Coordinate grocery procurement and conduct monthly stocktakes. Maintain accurate administrative records and reporting schedules. Provide general administrative support to the Property Management function. Build effective working relationships with tenants, contractors, shareholders, property managers, and internal teams. Utility & Financial Administration Support Compile monthly utility consumption reports and analyse variances. Maintain utility recovery schedules and assist with reconciliation processes. Coordinate diesel recoveries, ad hoc recoveries, and utility import schedules. Provide supporting schedules for prebill approval processes. Assist with operational inputs for budgets and variance commentary. Tenant Administration & Lease Support Manage property management mailbox and coordinate tenant correspondence. Maintain tenant communication records and escalate unresolved matters where required. Assist with arrears administration, tenant account follow-ups, and arrears reporting. Conduct lease audits, verify tenancy schedules, and reconcile rentable areas. Support lease documentation management and ensure completeness of tenant records. Property Administration & Document Control Maintain electronic and physical property records in line with document retention requirements. Manage SharePoint filing structures, lease files, compliance documentation, and operational manuals. Ensure accurate document version control and record management. Maintain property registers, compliance schedules, and operational trackers. Support annual planning processes including budgets, inspections, renewals, and reporting deadlines. SLA, Contract Administration & Governance Support Maintain Property Management Agreement (PMA) service delivery schedules and SLA registers. Monitor contractor SLA expiry dates, renewal schedules, and contractual obligations. Coordinate property management meetings, including agendas, notices, attendance registers, and supporting documentation. Record, distribute, and maintain meeting minutes and action registers. Assist with Annual General Meeting (AGM) coordination where required. Remuneration Offered Market related