Property Administrator

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