Portfolio Administrator - Cape Town, Northern Suburbs

South Africa’s #1 Property Investment Company, is looking for a Portfolio Administrator to join their team in Cape Town.

To qualify for this position, you need:

• NQF 4 or working towards completing your NQF 4
• At least 2 years of experience in a similar position
• Experience with rentals
• Experience with PayProp
• Great administrative skills
• Excellent communication skills and telephone etiquette
• • Drivers license and own reliable vehicle
  • Work from home setup

You will work predominantly on the following programs:

• Red Rabbit, Payprop, Excel, Google docs

Functions and responsibilities

• Monthly list to team on tenants that are vacating on allocated portfolio
• Send Vacating checklist to all tenants who give notice on allocated portfolio
• Attend AGM’s on allocated blocks in person or via zoom
• Monthly walk around blocks managed and report to managing agents on findings – follow up on items that need to be attended to
• Receive rental application and open file on laptop, prepare all docs
• Upload lease to payprop and debit order form
• Create property, create tenant and create invoices on payprop.
• What accounts are we paying for the Landlord? Have the accounts redirected to the company and ensure the correct amounts are paid every month.
• Monthly statements to Landlord
• Monthly statements to tenants and invoices
• Attend to monthly reconciliation of rental payments on allocated portfolio
• Attend to monthly account payments for Landlord
• Attend to Deposit refund payments within 14 days
• Load deposit processing fee on deposit refunds
• Follow up on tenants in arrears as per strict process LOD on 4th of every month
• Investors to be kept updated on late payments at all times
• Have an action plan in place to collect arrears
• Eviction instructions to be handed to attorneys o.b.o owner if requested
• Download contracts expiring from payprop according to 40/80 rule, negotiate renewals accordingly and ensure all invoices have been loaded
• When warning letters are received by Body Corporate, send to tenant and keep track that it is followed up on
• Attend to problems with water and electricity accounts

Maintenance on the portfolio:

• Portfolios are split to a maximum of 350 properties per person
• Each Portfolio administrator will have a list of approved contractors that they will work with
• Each contractor will sign a service level agreement (SLA) which must be adhered to
• Attend to all maintenance and exit inspection maintenance on allocated portfolio