Property Administrator (SAP/MDA) (Gauteng) at Datafin Recruitment

ENVIRONMENT:

• PROVIDE essential support in managing a portfolio of properties as the next Property Administrator wanted to join the team of a dynamic firm who specializes in investments and managing commercial property.
• The role involves tenant communication, administrative coordination, and ensuring the smooth daily operation of retail, office, industrial and student accommodation properties.
• The successful candidate will serve as a vital link between the property owners, tenants, and service providers and establish and grow strong tenant relationships in an effort to ease the facilitating and negotiating of the conclusion of lease agreement renewals so as to avoid any vacancies.

DUTIES:

Debtor Credit Balance –

• Investigate and resolve credit balances, ensuring corrections or refunds are processed monthly in collaboration with the Billing Team.

Debtors Management –

• Maintain accurate records of rental payments and follow up on overdue accounts.

Lease Administration –

• New Deals: Oversee contract creation, coordinate with brokers and the legal department, prepare commission calculations and lease packs, and manage cession and cancellation agreements.
• Oversee tenant move-ins and move-outs, including conducting inspections and key handovers.
• Renewals: Initiate and manage lease renewal processes, liaise with tenants, coordinate credit vetting and KYC risk ratings and additional FICA documents.
• Tenant Administration: Manage tenant communication, track and load monthly turnover figures, handle tenant queries, and prepare various lease-related documents and reports.
• Document Storage Administration on MDA and company server.
• Data Integrity: Ensure completeness and accuracy of lease documentation, including contracts, sureties, bank guarantees, and FICA documents.
• Maintain document tracking, process adjustments, and manage tenant vacating procedures.
• Reporting: Assist with preparing reports for Manco & Exco meetings.
• Tenant and Public Liaison: Address tenant account and invoice queries, validate and process broker invoices.
• Handle bank guarantees and ensure timely payments.
• Internal Liaison: Communicate with internal staff on tenant issues, facilitate key handovers and pre-reinstatement inspections, and assist with space management and municipal bill processing.

REQUIREMENTS:

• Minimum Grade 12 with Accountancy as subject.
• At least 2 years of experience in a similar role within a commercial property management environment, demonstrating practical expertise in the field.
• Proficient typing abilities for efficient document handling.
• Advanced skills in MS Office and property management systems such as SAP or MDA.
• Effective telephonic communication skills.
• Familiarity with relevant legal and regulatory requirements, including FICA and POPIA and other applicable data protection laws, to ensure compliance in all administrative tasks.
• Understanding of financial principles and practices related to commission calculations, turnover reports, and expense reporting.
• Skilled in preparing and reviewing various types of documentation, including lease agreements, cession documents, and commission claims, and producing accurate reports.

ATTRIBUTES:

• Strong organizational and administrative capabilities. 
• Clear and effective verbal and written communication.