Property Management Administrator at RecruitMyMom

Job Description

• This full-time role handles day-to-day administrative and operational tasks for sectional title schemes and homeowners' associations to ensure proper governance, financial alignment, and property performance. Working directly with Community Managers, Trustees, property owners, and service providers, the position manages end-to-end administration to keep schemes compliant.
• Success in this role requires strong organizational skills, sharp attention to detail, and the ability to handle competing deadlines at the same time. Managing priorities across a diverse portfolio of sectional title schemes and homeowners' associations, you will ensure seamless governance, financial alignment, and stakeholder satisfaction.
• Working in close collaboration with Community Managers, Trustees, property owners, and service providers, the position delivers end-to-end administration to support scheme compliance and property performance.

Key Responsibilities

• Coordinate, administer, and record AGMs, Trustee meetings, and general scheme meetings in accordance with prescribed notice periods and statutory governance requirements.
• Prepare meeting packs, notices, agendas, proxies, and nomination forms, ensuring accurate minute-taking and timeous circulation of action items.
• Maintain scheme records, statutory documentation, written resolutions, insurance policies, and compliance documentation.
• Oversee statutory and governance processes, including CSOS registrations, annual returns, rule amendments, POPIA, PAIA, SARS, UIF, and Workmen's Compensation administration.
• Support financial administration by liaising with accounting teams, assisting with budget preparation, levy collection, debtor follow-up, debit order mandates, audit preparations, and supplier documentation.
• Deliver responsive, professional communication to owners, Trustees, contractors, and ground staff, managing query resolution and designated property communication channels.
• Log, prioritise, and track maintenance requests, coordinate supplier quotations, assist with contractor appointments, monitor work execution, and support site visits or tender processes.
• Facilitate insurance renewals, claim submissions, access control processes, and maintenance of cloud-based documentation systems.
• Requirements
• Prior administration experience gained within property management, financial administration, or a comparable client-facing environment.
• Proven organizational and administrative capabilities with the ability to manage multiple client portfolios under tight deadlines.
• Excellent written and verbal communication skills in English.
• Strong computer literacy, including proficiency in Microsoft Office.
• Demonstrated ability to maintain confidentiality, exercise discretion, and resolve client queries professionally.

Desirable Requirements

• Experience working directly with sectional title schemes, Homeowners' Associations (HOAs), or CSOS processes.
• Previous exposure to property management systems or WeConnectU software.

Required Software Skills

• Microsoft Office
• WeConnectU (Desirable)