Administration Coordinator at Faircape Group

Your duties would include, but not be limited to:

Tenant & Owner Enquiries:

• Handling tenant queries and ensuring they are attended to in a timely manner
• Log and follow up on any maintenance issues on behalf of the owners 
• Manage maintenance deposits and refunds
• Respond to emails within 24 hours in a professional manner

Lease Renewals:

• Ensure that all renewals are done timeously and if a tenant is not renewing, ensure there is  enough notice to fill an apartment 
• Draft lease agreements ensuring all relevant information is reflecting 
• Sending out terms and conditions and ensuring to receive appropriate signed documentation 
• Coordinate renewal inspections 
• Compile and give renewal packs with a completed checklists to the rental manager 
• Ensure that tenants are being charged the correct rentals and top up deposit by timeously providing any changing information to the financial team. 
• Saving all signed documentation to the correct folders 

Filing Vacant Apartments / Inspections Process:

• Once a mandate form/notice has been received from an existing tenant, one must ensure to mark the property vacant on the relevant platforms and that the advertisement is posted on the websites. 
• Respond to any advertisement queries that come through
• Give landlord the relevant feedback weekly ensuring that they are aware of what is going on with the property
• Arranging viewings with tenants and the viewing administrator calendar
• Submitting and processing application forms 
• Managing the application process from start to finish
• Setting up and coordinating ingoing inspections 
• Manage the inspections process (in, out, pre-out and routine)  and ensuring that it is done accurately
• Keeping records of all inspections 
• Ensure deposit refund report is kept up to date and that all refunds are paid within a timely manner 

Requirements:

Qualifications: 

• Relevant tertiary qualifications advantageous

Experience: 

• Relevant administrative experience
• Background and knowledge of property and/or rentals will be advantageous

Skills and Attributes:

• Computer literate (Google Docs Advantageous)
• Customer service orientated
• Strong verbal and written communication skills to effectively interact with landlords, tenants, and other stakeholders
• Providing exceptional customer service 
• High accuracy and attention to detail ensures that all lease terms are documented correctly 
• Able to perform in a fast working environment 
• Deadline oriented