Property Administration Manager

SUMMARY:
Our client, a Durban based Accounting and Property Management Consultancy, requires an Administration Manager who will be responsible for overseeing the effective and efficient management of multiple bodies corporate, ensuring compliance with the Sectional Title Act, sound financial management, professional client service, and smooth operational administration. This role involves managing a team of administration and accounting staff, maintaining trustee relationships, and ensuring high standards of service delivery to property owners and stakeholders.

POSITION INFO:
Key Responsibilities:

Legislative & Compliance Oversight:

• Remain up to date with the Sectional Title Act and relevant regulatory changes affecting the administration of bodies corporate.
• Ensure that all administrative practices comply with legislation and internal company standards.

• Oversee accounting and administration assistants, including advising on monthly deadlines (credit control, levy runs, etc.).
• Manage accounting processing and preparation of management accounts for at least 10 bodies corporate.
• Interrogate general and subsidiary ledgers to ensure accuracy and completeness.
• Review and approve monthly accounts; ensure they are distributed timeously.
• Oversee credit control and levy collections; manage escalations with attorneys and senior management.
• Review and approve levy rolls and ensure levy increases are implemented correctly and on time.
• Review and approve monthly payroll; confirm submission of PAYE and UIF returns.
• Prepare weekly and monthly EFT payments, including CSOS quarterly payments.
• Review monthly direct debit order runs.

• Respond professionally to customer queries, providing clear explanations of account details.
• Draft and send letters to members and Trustees, in collaboration with administration assistants.
• Manage and maintain strong working relationships with Trustees.

• Review maintenance progress and ensure timely resolution of issues.
• Identify responsibilities for maintenance matters (owner vs body corporate).
• Escalate non-responsiveness or delays to higher management.
• Review insurance claims and control accounts, ensuring timeous processing and allocation of excess charges.

• Prepare and attend AGMs and SGMs of bodies corporate.
• Ensure meeting minutes are completed, approved by Trustees, and distributed within 7 days.
• Follow up on meeting action items to ensure issues are addressed.
• Attend site meetings with Trustees, especially during or after major projects.

• Lead and support administration and accounting teams to ensure smooth daily operations.
• Set clear deadlines and performance expectations for recurring tasks.
• Encourage professional development and maintain high service standards across the team.

• Matric / Grade 12 (essential)
• WeConnectU/ Sage 300
• Tertiary qualification in Business Administration, B com or Management, or a related field (advantageous)
• Minimum 5 years’ experience in sectional title / body corporate administration or property management
• Strong knowledge of the Sectional Title Act
• Own transport essential
• Experience in financial processing and management accounts preparation
• Proven leadership and supervisory experience

• Strong financial acumen and analytical ability
• Excellent communication and interpersonal skills
• Proficient in accounting systems and MS Office Suite
• High attention to detail and deadline driven
• Strong problem-solving and conflict-resolution skills
• Ability to build and maintain professional trustee and client relationships

• Office-based with regular site and trustee meeting attendance
• Some after-hours or evening AGM/SGM attendance required