Property Administrator at Profile Personnel

Job Description

• We are seeking a highly organised and detail-oriented Property Administrator to provide administrative and operational support across a diverse property portfolio, including commercial, retail, industrial, office and student accommodation properties.
• The successful candidate will play an important role in maintaining strong tenant relationships, supporting lease administration, managing tenant accounts and ensuring that property-related administration is accurate, up to date and efficiently managed.

Key Responsibilities

• Maintain accurate records of rental payments and follow up on overdue accounts.
• Investigate and resolve tenant credit balances and coordinate corrections or refunds.
• Manage the administration of new leases, including contracts, lease packs, broker commissions and related documentation.
• Coordinate lease renewals, including tenant communication, credit vetting, KYC and FICA documentation.
• Manage tenant move-ins and move-outs, inspections and key handovers.
• Maintain accurate and complete lease documentation, including agreements, sureties, bank guarantees and FICA records.
• Maintain and update property and tenant information on relevant property management systems.
• Handle tenant queries relating to accounts, invoices, leases and general property administration.
• Maintain tenant communication and build strong professional relationships to support lease renewals and minimise vacancies.
• Capture and monitor monthly tenant turnover figures.
• Process and validate broker invoices and commission claims.
• Manage bank guarantees and ensure relevant payments are processed timeously.
• Assist with tenant vacating procedures, pre-reinstatement inspections and space management.
• Liaise with internal departments, service providers and other stakeholders regarding tenant and property-related matters.
• Assist with municipal billing and related property administration.
• Maintain accurate electronic document storage and tracking.
• Prepare and maintain reports and supporting documentation for management meetings.
• Ensure all administrative processes comply with relevant requirements, including FICA and POPIA.

Requirements

• Grade 12, preferably with Accountancy as a subject.
• Minimum 2 years' experience in a similar property administration role, preferably within commercial property.
• Previous experience with lease administration and tenant management.
• Strong administrative and organisational skills with excellent attention to detail.
• Proficient in MS Office, particularly Excel.
• Experience with property management systems such as MDA or SAP will be advantageous.
• Strong typing and document management skills.
• Excellent verbal and written communication skills.
• Confident and professional telephone manner.
• Good understanding of financial administration, including rental accounts, commissions, turnover reports and expenses.
• Knowledge of FICA, POPIA and relevant property-related compliance requirements.
• Ability to work accurately with lease agreements, cession agreements, commission claims and other property documentation.
• Strong relationship-building and tenant liaison skills.