Administrator: Sectional Title - Pretoria at City Property Administration (Pty) Ltd

Job Purpose

• To provide administrative support to the Portfolio Manager and Sectional Title Property Managers.

Meetings and calendar coordination

• Proxies and nominations to be done timeously.
• Enquire from Sectional Title Property Managers (STPM) whether they will attend the body corporate meetings.
• Keep the STPM’s calendars up to date as meetings and building visits occur.
• Saving minutes of meetings as received.
• Discuss any major concerns of decisions made during the meeting with the Portfolio Manager.

Customer Service

• Following up and assisting Portfolio Manager and tenant with queries – cases to be followed up daily and notes to be made on system.
• Assisting Portfolio Manager with queries and liaise with Managing Agent.
• Liaising with the various service providers to clear all meters once a tenant vacates.
• Ensuring that parking is cancelled when the tenant has vacated.
• Assisting with water queries – liaise with the various service providers to assist the tenant.
• Handling all insurance claims – log the details and keep the Portfolio Manager informed of the progress.
• Disseminating information from the Managing Agents to the tenants.
• Issuing tenants with warning letters as and when received from the body corporate or managing agent. ensure that the conduct rules are CSOS stamped before loading a penalty fee.
• Updating the master list should a there be a change in managing agent or a service provider change.
• Ensuring that quality customer service is delivered to the tenant.
• Create and maintain a schedule that monitor insurance claims, building insurance, AGM’s, building evaluations, fire equipment etc.
• Assisting Levy Administrator when necessary.

Filing

• Filing of building financials i.e., levy rolls, maintenance plans, capital projects, legal reports etc.
• Updating of building files i.e., copy of AGM meeting minutes, insurance policies & schedules, body corporate rules, etc.

Working conditions:

• Mostly office based.  Limited travelling will be required.

Requirements
Qualifications & Experience:

• Matric qualification - Required
• 2-3 years’ administrative experience in property administration – Required

Skills & Knowledge Required:

MS Office:

• MS Word – Basic
• MS Excel – Intermediate
• MS Power Point – Basic
• Outlook  - Advanced
• Knowledge of Sectional Titles Act  

Personal Attributes

• Problem solving – find solutions -when there are complicated diary issues and multiple attendees.
• Reality testing – be objective.
• Impulse control – resist or delay impulse to act impulsively.
• Flexibility – adapting to a constantly changing environment.
• Stress tolerance – coping with stressful situations.
• Independence – be self-directed and be willing to ask questions and provide and receive input on the processes required to perform the assigned.
• Multitasking – dealing with several activities at a time, enjoy being given new tasks.
• Persistence – Not  leaving things unfinished.
• Rule following – adhere to rules and strictly follow work regulations.
• Attention to detail – focus on details, strive for perfection and be well organized.