Portfolio Administrator (JHB) at Datafin Recruitment

ENVIRONMENT:

• A dynamic Investment and Commercial Property Management Firm is seeking a Portfolio Administrator to manage the coordination, compilation, and capturing of data and resources related to the company’s property portfolio.
• The role’s primary focus is to uphold the highest standards of data quality and integrity within MDA and other systems, while ensuring CRM cases are addressed promptly to prevent delays in circulation procedures.
• The successful candidate will be expected to demonstrate commitment, accuracy, and professionalism, performing all duties in line with the organisation’s office routines and procedures while supporting overall business objectives.

DUTIES:

Leasing Administration (prospective tenants/clients) –

• Create and maintain all leasing advertisements on Propdata, Property24, and other platforms.
• Update the Master Prospect Sheet weekly, closing completed cases on instruction.
• Update Pipeline and Signed Leases summary sheets after team meetings and finalise for Manco reporting.
• Respond to enquiries from the commercial cell phone, landline, and email (within 24 hours during working hours).
• Follow up on leads, including missed calls from weekends.

Capture/load completed Lease Reviews (CRM cases), ensuring accuracy of billing data:

• Legal entity
• Name & address details
• Allocation on floor plans
• Square meters (as per SAPOA)
• Special conditions reviews
• Beneficial occupation period
• Lease period
• Rental & deposit amounts
• Liaising with RM/Legal to correct lease agreement errors
• Lessee information per FICA documents
• Create new tenant accounts on MDA and update tenant information.
• Allocate tenants to units and assign rates per square meter on MDA as per AM Budget.
• Attach all relevant documents and information to MDA and other systems.
• Inform Finance of new lease agreements/addendums, errors, or amendments.
• Manage application processes for Leasing (Leasing App – to be implemented).

Administration – MDA Project (existing clients/properties) –

• Ensure updated SAPOA Plans are attached to each property (units in MDA must correspond with SAPOA plans).
• Oversee MDA data and server update projects.
• Conduct ongoing maintenance of MDA data.
• Create and update Spiceworks tickets from Leasing Manco and produce Action Register for Manco.
• Act as MDA Champion, ensuring efficient communication by taking and distributing minutes.
• Perform general admin and daily data capturing.

Reporting for Asset Management and Leasing –

• Create and maintain monitoring reports (including Power Queries for live database information).
• Assist with EXCO & Manco reporting by refreshing/formatting pivots, creating proposal summaries, and property-to-prospect pivots.
• Generate Leasing CRM case reports.
• Produce MDA database project reports.
• Compile market data reports.
• Handle general ad hoc reporting when required.
• Run weekly prospective tenant reports and save to the Master Prospect Sheet/Tracking Report.
• Run and circulate weekly prospect count reports.