Property Administrator - Western Cape, Bellville at Excellerate JHI

About the role

• As a Property Administrator, you will play an important role in supporting the effective financial and administrative management of a commercial property portfolio.
• You will be responsible for accurate lease administration, maintaining tenant and property information, supporting rental collections and debtor management, and ensuring compliance with relevant policies and regulatory requirements.
• Working closely with Property Managers, tenants, brokers and internal teams, you will contribute to efficient property operations, accurate financial records, healthy cash flow and positive tenant relationships.

What you will bring

• Inherent requirements for the position (non-negotiable)
• Minimum Grade 12, preferably with Accountancy or a relevant financial qualification.
• At least 2 years' experience in property administration, lease administration or debtor management within a commercial property environment.
• Working knowledge of commercial lease agreements, renewals, cessions, cancellations and related documentation.
• Understanding of rental collections, debtor reconciliations, commission calculations, turnover reporting and invoice processing.
• Knowledge of relevant regulatory and compliance requirements, including FICA and POPIA.
• Proficiency in Microsoft Office, particularly Excel, and experience using property management systems such as MDA, SAP or similar platforms.
• Ability to prepare, review and maintain accurate lease and financial documentation.

Additional demonstrable requirements

• Strong organisational skills with excellent attention to detail and accuracy.
• Effective written and verbal communication skills.
• Ability to engage professionally with tenants, clients, brokers and internal stakeholders.
• Sound numerical ability and problem-solving skills.
• Ability to manage competing priorities, meet deadlines and work independently.
• A proactive, service-oriented approach with a strong sense of accountability.
• Ability to handle confidential information with professionalism and discretion.

What you will be doing
Lease and Contract Administration

• Coordinate the administration of new leases, renewals, cessions, cancellations and other lease-related agreements.
• Prepare lease documentation, contract packs, commission calculations and supporting schedules.
• Liaise with brokers, tenants and internal stakeholders to ensure accurate and timely completion of documentation.
• Coordinate tenant credit vetting, FICA documentation, KYC risk assessments and deposit requirements.
• Maintain accurate lease records and ensure that all contractual documentation is properly completed, approved and filed.
• Monitor lease administration processes to support compliance with contractual obligations and internal procedures.

Rental Collections and Debtor Management

• Monitor outstanding rental accounts and proactively follow up with tenants to facilitate timely collections.
• Investigate payment discrepancies, short payments, outstanding balances and disputed transactions.
• Prepare and issue statements, invoices, reminders and letters of demand in line with approved procedures.
• Process or coordinate payment allocations, adjustments, reconciliations and journals.
• Investigate credit balances and coordinate deposit refunds, interest calculations and account corrections.
• Escalate overdue accounts and recommend further collection or legal action where appropriate.
• Maintain accurate debtor records, collection notes and follow-up actions.

Tenant Administration and Data Integrity

• Maintain accurate tenant, building and lease information on the property management system.
• Ensure the completeness and accuracy of lease agreements, sureties, bank guarantees, FICA records and supporting documentation.
• Capture and maintain tenant turnover information and process relevant account adjustments.
• Coordinate tenant vacating procedures, documentation and final account reconciliations.
• Maintain document tracking and filing systems to ensure information is current, complete and accessible.
• Identify and resolve data discrepancies to support accurate financial and operational reporting.

Financial Administration and Reporting

• Prepare and maintain monthly cash flow and debtor collection reports, including progress updates and follow-up actions.
• Assist with monthly, quarterly and year-end financial reporting requirements.
• Investigate and respond to internal and external audit queries.
• Validate broker invoices, commission claims and related financial documentation.
• Support the accuracy of financial records through reconciliations, payment investigations and reporting.
• Monitor and follow up on outstanding financial and administrative matters.

Stakeholder Engagement and Operational Support

• Respond to tenant queries relating to lease agreements, rental accounts, invoices and other administrative matters.
• Maintain effective working relationships with tenants, Property Managers, brokers, clients and internal teams.
• Liaise with service providers, including meter reading companies, to resolve billing and account-related queries.
• Coordinate administrative activities relating to tenant handovers, inspections and property-related processes.
• Communicate and escalate tenant concerns, account disputes and operational issues to the appropriate stakeholders.
• Contribute to a professional and responsive service experience for tenants and clients.