SUMMARY:
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POSITION INFO:
Property Administrator – Bloemfontein
Location: Bloemfontein Regional Office
Division: Property Management
Reporting to: Property Manager
Purpose of the Role
To perform the full administrative function in lease preparation and conclusion, and to effectively manage arrears and tenant queries.
Key Performance Areas & Responsibilities
Tenant Administration
- Load and update tenant information on the in-house PIMS system
- Manage tenant statements including:
- Receipt allocations from bank statements
- Expiry tracking
- Interest and meter reading generation
- Manual billings, adjustments, recoveries
- Lease billings and debit runs
- Finalized statements and debit orders
- Reconciliations and query resolution
- Handle tenant turnover
- Finalize vacated tenant accounts and deposit refunds
Lease Administration
- Obtain credit checks and FICA documentation
- Raise Lease Input Summary (LIS)
- Capture leases on the in-house PIMS system
- Update lease register
- Liaise with leasing department
- Manage annual municipal and rates increases
Arrear Administration
- Follow up on outstanding payments
- Update arrears report
- Utilize company credit control service provider facilities (TPN)
- Prepare handovers to Legal Credit Controller where applicable
Property Administration
- Maintain property and unit data on the in-house PIMS system
- Notify utility companies of tenant changes and monthly accruals
- Maintain parking schedules and access discs
- Process municipal and other invoices
- Perform account reconciliations
- Consolidate monthly management reports
Skills and Competencies
Essential Attributes
- Strong communication skills
- Innovative thinking and process adherence
- Dynamic and enthusiastic approach
- Professional tenant interaction
- Effective time management
- Professional attitude and initiative
- Deadline-driven
- High attention to detail and numerical accuracy
- Experience in Body Corporate and Sectional Title administration (advantageous)
Business Skills
- Excellent interpersonal and negotiation skills
- Strong organizational and project management abilities
- Flexibility to work outside office hours for events or activations
Human Capital Attributes
- Honest and reliable
- Positive attitude and motivation
- Lead by example
- Assertive and effective communicator
- Sensitive to client and staff needs
- Ability to foster a professional office environment
- Strong moral values, empathy, and career-driven mindset
Qualifications and Experience
Minimum Requirements
- Grade 12 (Matric)
- Relevant diploma
- Strong proficiency in MS Office and relevant software packages
Experience
- Minimum of 5 years in a Property Administrator role
- Financial accounting experience
- Customer service background
- Experience in property leasing
- Proficiency in PIMS or MDA systems
