Senior Rental Administrator - Randburg at Pam Golding Properties

Key Responsibilities

Team leadership

• Ensure that the rental administration staff provide optimal service in line with the Pam Golding Properties corporate image, through prompt resolution of all client related issues including, regular feedback, progress reporting and prompt attention to rental enquiries;
• Ensure that all rental administration staff are adequately trained to perform their duties optimally including ensuring a thorough induction process, regular on-job training, coaching and mentoring as well as optimizing personal development and career enhancement of the rental administration team;

Administration

• Ensure efficient processing of all aspects of lease management, and regular liaison with all other parties, including the Head Office Rental Administration division to expedite contracting timeously (inclusive of intro deals, managed leases and holiday lets);
• Ensure proper financial control of all transactions into the letting trust account that meets the standards set by relevant industry bodies;
• Maintain a high standard of client service, by regularly engaging with Landlords and/or tenants where required and timeously resolving issues;
• Managing the team to ensure that all credit checks, bank checks and Lightstone checks on Landlord’s per PGP protocols are being performed and signing off.
• Attend to general enquiries, correspondence, accounts, coding of City Council accounts, Body Corp and HOA accounts, where necessary, and forwarding same to the relevant Tenant/s for payment and monitoring same; where necessary forward the rates/levy account to PGP’s rental administration division with required action stated thereon.
• Checking and signing off monthly debit order list/charges – rentals and tenant charges.
• Allocating rentals and payments on daily bank statements provided.
• Managing and auditing the document management process in line with company and statutory regulations for the rental administration team
• Sending and receiving of e-mails, dealing with client matters.
• Dealing with client complaints and first line queries and where necessary referring these to the rental agent/s and / or management
• Managing the loading of properties on PGP’s website via Alchemy, as directed. Update rental list and website /Alchemy
• Monitoring and controlling the monthly outstanding rental list by way of following up all outstanding amounts including outstanding water and electricity, where applicable.
• Ensuring that the administration in respect of lease fees, etc is done. Ensuring that lease input forms for both managed and procurement lease agreements are completed and timeously submitted to the Accounts Department with accurate calculations in respect of commission due in the event of procurement lets and ensuring that statements of account are sent to landlords. This includes compilation of Addendums and sending Extension Input forms to the Accounts Department timeously – Control the return of signed documentation by Tenants and Landlords.
• Dealing with Landlords and / or Tenants as and when required either by way of walk-ins or telephonically
• Managing the release of deposits and payments/reconciliation of levies
• Managing insurance claims on behalf of landlords based locally or overseas.
• Deal directly with body corporates regarding levies paid, levies owed and issues to be resolved.
• Liaise and manage with contractors assigned to the maintenance of properties, i.e Check the progress of maintenance done/to be done on a daily basis with maintenance administration staff.
• Deal directly with banks on behalf of foreign owners receiving funds (rental) into their local banking accounts.
• Control and record keeping of all documents to be archived. – Liaise with Document warehouse as directed.
• Managing the update of landlord/tenant list (Branch agent’s lists) monthly.

Compliance

• Expert knowledge of relevant legislation and statutory requirements, including the Rental Housing Act and FIC and ensuring that knowledge is kept current and staying abreast of changes;
• FIC reporting for Gauteng Region Rentals.
• To ensure that all leases are FICA compliant – sending all relevant paperwork to rental admin timeously in this regard. Update FICA as required.

Education & Experience

• Post Matric Qualification in Business Administration or Management
• Bookkeeping or finance qualification will be advantageous
• Valid Full Status Fidelity Fund Certificate will be advantageous
• Previous property or rentals administration experience of between 4 - 6 years is non-negotiable;
• Previous experience in successfully leading a team would be an advantage in this role;