Property Management Officer at Durban University of Technology

Minimum Requirements:

• Diploma (NQF 6) in one of the following: Property Management / Real Estate.
• 3 - 5 years’ administrative or coordination experience in: Property administration/Facilities management/ Real estate, infrastructure, or asset-related environments.
• Valid driver’s licence (Code B or equivalent) – required to travel between DUT campuses and attend off-site property-related meetings, inspections, or engagements when necessary.

Key responsibilities:

• Maintain accurate, complete, and up-to-date records of the University’s property portfolio, including leases, agreements, approvals, and supporting documentation.
• Administer property documentation in line with approved governance, records-management, and audit requirements.
• Ensure effective document control, version management, and secure filing (physical and electronic) for all property records.
• Track property-related approvals and ensure documentation aligns with delegated authority frameworks.
• Provide general administrative support to the Property Management team.
• Development and maintenance of the utilities management system.
• Prepare and maintain new development and leasing files.
• Support the review and processing of lease documentation to ensure accuracy and completeness prior to approval.
• Assist with compiling submission packs for approvals and governance processes.
• Assist with the preparation, coordination, and administration of lease-related documentation, including Offers to Lease and Heads of Agreement.
• Track lease commencement, renewal, variation, and termination dates to ensure timely action and compliance.
• Maintain registers of active and expired leases and related contractual commitments.
• Escalate risks or non-compliance related to lease conditions to the relevant property manager.
• Provide administrative support during lease negotiations and property transactions as required.
• Liaise with internal stakeholders and external landlords or tenants on routine lease and property matters.
• Coordinate property-related meetings, including scheduling, agenda preparation, minute-taking, and follow-up of action items.
• Attend meetings with internal and external stakeholders, record minutes, and track action items
• Follow up on agreed actions and ensure timely closure.
• Provide professional administrative support to property managers, project teams, and senior stakeholders.
• Serve as a key administrative contact for tenant-related queries and coordination.
• Facilitate effective communication between internal departments and external service providers.
• Support tenants move-in and move-out processes, including inspections and documentation Facilitate timely and professional tenant communication.
• Support initiatives aimed at tenant satisfaction and retention.
• Capture, update, and maintain property and lease information on SAP, BI Launchpad, and other approved University systems.
• Respond timeously to data and reporting requests from management and oversight structures.
• Support compliance with applicable legislation, University policies, and governance frameworks related to property administration.
• Maintain auditable records aligned with institutional and regulatory requirements.
• Maintain records of inspections, safety checks, and compliance activities.
• Report identified risks, hazards, or non-compliance issues to relevant stakeholders.

 Closing Date 04 March 2026