Jobs at Excellerate JHI

About the role

• We are looking for an experienced and commercially minded Portfolio Manager to take responsibility for the overall performance, profitability and effective management of a portfolio of commercial properties.
• In this role, you will drive financial and operational performance, maximise occupancy, strengthen tenant and client relationships, and ensure that properties are managed to the highest standards.
• You will also lead and develop your team, identify opportunities to enhance portfolio value and ensure that business objectives, service standards and compliance requirements are consistently achieved.

What you will bring
Inherent requirements for the position (non-negotiable)

• Minimum Grade 12 (Matric).
• 5–7 years' relevant experience in commercial property or centre management.
• Valid driver's licence.
• Valid Fidelity Fund Certificate (FFC) and compliance with applicable Property Practitioners Regulatory Authority (PPRA) registration and education requirements, where required for the position's regulated activities.

Qualifications and experience that will be advantageous

• A relevant tertiary qualification in Property Management, Business Management, Real Estate or a related field.
• Experience managing a diverse commercial property portfolio.

Additional skills and competencies

• Strong financial acumen, with proven experience in budgeting, financial reporting, income management and expense control.
• Sound knowledge of commercial property management, leasing principles and lease administration.
• Advanced computer literacy, including Microsoft Office, particularly Excel, and experience with property management systems such as SAP or MDA.
• Understanding of property maintenance, facilities management and statutory compliance requirements.
• Knowledge of relevant legislation, including occupational health and safety, POPIA, FICA and applicable labour legislation.
• Strong commercial awareness and the ability to identify opportunities to improve property performance.
• Excellent interpersonal, communication and negotiation skills, with the ability to build and maintain relationships with clients, tenants, brokers and other stakeholders.
• Proven leadership and people management abilities.
• Strong organisational, problem-solving and decision-making skills, with the ability to manage competing priorities.

What you will be doing

Portfolio Performance and Financial Management

• Take accountability for the financial and operational performance of the allocated property portfolio.
• Prepare, manage and monitor budgets, income, expenditure and financial performance against agreed targets.
• Drive cost efficiencies, revenue growth and the effective management of arrears and outstanding rentals.
• Identify opportunities to enhance property value and improve portfolio profitability.

Leasing, Vacancies and Tenant Retention

• Develop and implement strategies to minimise vacancies, maximise occupancy and secure sustainable rental income.
• Oversee lease negotiations, renewals, tenant installations and lease administration.
• Work closely with leasing teams and brokers to identify opportunities and secure suitable tenants.
• Build strong tenant relationships and proactively address concerns to improve tenant retention.

Property Operations and Compliance

• Oversee property maintenance, service providers, facilities operations and planned improvements.
• Ensure properties are maintained to agreed standards and comply with relevant legislation and statutory requirements.
• Monitor service contracts, property inspections and operational risks.
• Coordinate property refurbishments, upgrades and development initiatives in collaboration with relevant teams.

Client and Stakeholder Relationships

• Build and maintain trusted relationships with property owners, clients, tenants, brokers and service providers.
• Provide clients with meaningful insights, performance reports and recommendations.
• Respond proactively to stakeholder needs and ensure consistent service delivery.

Team Leadership and Development

• Lead, coach and develop a high-performing property management team.
• Set clear performance expectations, monitor delivery and address performance challenges constructively.
• Foster a culture of accountability, collaboration, continuous improvement and service excellence.
• Ensure team members have the necessary skills, knowledge and support to succeed.

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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.