Rental Administrator & Property Coordinator at Kontak Recruitment

Overview:

• Our client is looking for an organised, proactive and people-oriented Rental Administrator & Property Coordinator to assist with the day-to-day management of a residential property portfolio.
• Based at their office in Woodmead, Sandton, this role offers a combination of rental administration, tenant and landlord relations, property listings, maintenance coordination and financial administration. You will be the first point of contact for tenants, landlords, prospective tenants and service providers, ensuring that properties are well managed and that all rental and maintenance matters are handled efficiently.
• The ideal candidate is professional, confident in their communication, comfortable juggling multiple priorities and takes pride in keeping records accurate and up to date. Previous property experience would be beneficial, but it is not essential for someone with the right attitude, strong administrative skills and a willingness to learn.

Benefits:

• Petrol card allowance 
• 1gig Data 
• Performance-based year-end bonus.
• Ongoing training in property management, rental administration and relevant legislation.
• Opportunity to develop practical experience across rental administration, property management and client relations.

Minimum Requirements:

• Grade 12 / Matric.
• Strong administrative, organisational and record-keeping skills.
• Excellent verbal and written communication skills, with a professional telephone manner.
• Good computer skills, including Microsoft Office, Outlook and PowerPoint.
• High attention to detail and accuracy when managing documentation, figures and property records.
• Ability to manage competing priorities, meet deadlines and work independently.
• A proactive approach to problem-solving, with the confidence to follow up on outstanding matters.
• A professional, service-oriented attitude and the ability to build positive working relationships.

Advantageous, but not essential:

• Previous experience in rental administration, property management, leasing, real estate or a similar administrative role.
• A qualification in Property Management, Real Estate or a related field.
• Familiarity with rental agreements, property portals, TPN, rental collections, utility accounts and maintenance coordination.

Key Responsibilities
Rental Administration & Lease Management

• Prepare, maintain and update lease agreements, addendums and renewal documentation.
• Coordinate tenant onboarding and offboarding, including move-in and exit inspections.
• Monitor lease expiry dates, communicate rental escalations and maintain accurate rental schedules.
• Keep electronic and manual tenant, landlord and property records up to date.

Tenant, Landlord & Client Relations

• Act as the first point of contact for tenant, landlord and prospective tenant enquiries via telephone, email and WhatsApp.
• Respond to queries professionally, resolve issues where possible and follow up on outstanding matters.
• Coordinate property viewings and communicate relevant lease terms, rental adjustments and property updates.
• Build and maintain positive relationships with landlords, tenants, contractors and other stakeholders.

Listings & Portfolio Coordination

• Advertise available properties on Property24, Private Property and other relevant platforms.
• Respond to listing enquiries, arrange viewings and follow up with prospective tenants.
• Collect and verify rental application documents, including identification, proof of income and bank statements, and conduct credit checks via TPN.
• Assist with the administration of multiple properties and keep portfolio schedules current.

Rental & Financial Administration

• Record rental payments on TPN and follow up on outstanding rental accounts.
• Assist with arrears collection, including the preparation or coordination of relevant notices through TPN.
• Track rental escalations and provide accurate billing instructions to the bookkeeper.
• Assist landlords with deposit records, deposit refunds and related transactions.
• Maintain monthly schedules for renewals, maintenance, billing and rental administration, and assist with month-end reporting and reconciliations.

Maintenance, Inspections & Compliance

• Log maintenance requests and coordinate repairs with tenants, landlords and contractors.
• Follow up on outstanding work, monitor service provider performance and keep all parties informed of progress.
• Arrange and assist with property inspections, preparing reports and photographic records using PowerPoint.
• Coordinate insurance claims for property-related incidents, including geyser failures, and maintain supporting documentation.
• Monitor compliance certificates and renewal dates, including relevant geyser certificates.

Utilities, Levies & General Property Administration

• Assist with utility account administration, meter readings and billing queries involving the City of Johannesburg and Eskom.
• Maintain records of levies, rates and other property-related documentation.
• Liaise with homeowners' associations, body corporates and service providers when required.
• Maintain accurate filing systems for leases, invoices, correspondence, inspection reports and compliance records.