Property Administrator

SUMMARY:
Residential Property

POSITION INFO:
About Africrest Properties Africrest Properties is seeking a proactive, detail-oriented, and customer-focused Property Administrator to support the administration and day-to-day management of our residential and commercial property portfolio. The successful candidate will be responsible for tenant administration, lease management, property operations, maintenance coordination, financial administration, owner reporting, and general office support while ensuring excellent service delivery to tenants, property owners, and stakeholders. This position may be filled at Junior, Intermediate, or Senior level depending on the successful candidate''s qualifications, experience, and exposure to property management systems such as MDA. Key Responsibilities Tenant and Customer Service Administration • Respond to tenant, property owner, and service provider queries within agreed turnaround times. • Assist tenants with rental, utility, maintenance, and account-related queries. • Perform reconciliations relating to rental charges, utilities, recoveries, and maintenance expenses. • Process account adjustments, credits, and refunds where applicable. • Maintain accurate filing of correspondence and tenant records. • Assist prospective tenants with property viewings and application processes. • Follow up with prospective tenants regarding lease applications and documentation requirements. Vacancy and Leasing Administration • Process tenant vacates on the property management system upon lease expiry where leases are not renewed. • Update vacancy records and notes on the property management system. • Coordinate and conduct viewings of vacant units when required. • Prepare tenant application documentation and ensure all required information is obtained. • Conduct tenant screening and credit checks in accordance with POPIA requirements and company procedures. • Prepare lease agreements, addenda, cession agreements, and related lease documentation. • Capture and maintain tenant, lease, and property information on the property management system (MDA). • Ensure all signed lease documentation is received, approved, and correctly filed. • Obtain and maintain FICA documentation for all tenants. • Maintain tenant files in accordance with POPIA requirements. Property Operations and Maintenance Support • Support Property Managers with operational and maintenance-related matters across the portfolio. • Coordinate maintenance requests and issue work orders to contractors and service providers. • Obtain quotations and assist with contractor and supplier coordination. • Ensure contractors are instructed and monitored once owner approval has been obtained. • Follow up on maintenance work to ensure completion and tenant satisfaction. • Assist with general property inspections and maintenance administration. • Liaise with service providers, contractors, tenants, and property owners regarding maintenance and operational matters. Financial Administration • Monitor rental collections and assist with debtor management processes. • Capture and process recoverable charges, including utilities, maintenance recoveries, and other lease-related charges. • Support legal and arrears management processes in accordance with company procedures. • Verify, process, and capture supplier invoices. • Assist with the administration of municipal and utility accounts. • Support month-end processing, reconciliations, and financial administration. • Assist with VAT administration and related financial processes where applicable. Reporting and Portfolio Administration • Assist in the preparation and distribution of owner statements. • Prepare and maintain rent rolls, trial balances, management reports, and portfolio schedules. • Capture and maintain new property, owner, and tenant information on MDA. • Update market rental information and portfolio records as required. • Maintain parking schedules and tenant turnover information. • Ensure recoveries are correctly loaded in accordance with lease agreements. • Assist with annual municipal rates recoveries and lease audits. General Administration • Provide administrative support to Property Managers and the broader property management team. • Schedule meetings between tenants, owners, and management where required. • Obtain and maintain tenant debit order authorisations. • Assist with general office administration and operational support. • Ensure accurate record keeping, filing, and document management. • Archive tenant and property records in accordance with company procedures and POPIA requirements. Minimum Requirements Junior Property Administrator • Matric Certificate. • Previous administrative experience will be advantageous. • Previous experience within the property management industry will be advantageous. • Exposure to MDA or similar property management software will be beneficial. • Understanding of lease administration, tenant management, and property operations will be advantageous. Intermediate Property Administrator • Matric Certificate. • Minimum 2 years'' property management experience. • Experience in lease administration, tenant management, debtor and creditor administration, and property operations. • MDA or similar property management software experience is preferred. • Ability to manage a portfolio with limited supervision. Senior Property Administrator • Matric Certificate. • Minimum 5 years'' property management experience. • Minimum 3 years'' experience using MDA or similar property management software. • Proven experience managing residential and\/or commercial property portfolios. • Strong understanding of lease administration, tenant management, utilities management, debtor and creditor administration, budgeting, reconciliations, owner reporting, and property maintenance coordination. • Ability to prepare management reports, owner statements, trial balances, rent rolls, and budget forecasts. • Experience liaising directly with property owners, tenants, contractors, service providers, and local authorities. • Ability to operate independently and take full ownership of portfolio administration and financial management functions. Skills and Competencies • Excellent organisational and administrative skills. • Strong attention to detail and accuracy. • Excellent written and verbal communication skills. • Strong customer service orientation. • Ability to manage multiple tasks and meet deadlines. • Strong numerical and financial administration skills. • Ability to work effectively in a fast-paced environment. • Strong interpersonal and relationship-building skills. • Proficient in Microsoft Office applications. • Customer-focused with a proactive and solutions-driven approach. • Ability to adapt to changing priorities and work demands. • Ability to maintain confidentiality and professionalism. • Willingness to take ownership and work independently where required. Why Join Africrest Properties? • Be part of a growing and dynamic property management company. • Gain exposure across residential and commercial property administration and portfolio management. • Opportunity to develop your career within the property management sector. • Collaborative and supportive working environment. • Permanent position based in Johannesburg. Interested candidates are invited to submit their CV, supporting documents, together with their salary expectations. Only shortlisted applicants will be contacted.