Administration Coordinator needed at Faircape Group

Save 3 weeks ago

Job title : Administration Coordinator

Job Location : Western Cape, Cape Town

Deadline : July 20, 2024

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Job Description

FMS Sales and Leasing is a subsidiary of the Faircape Group of companies who have been active in the Western Cape market for almost 40 years.

At FMS Sales and Leasing our rental services include assisting landlords by maintaining the occupancy of their properties and timely rental payments. 

Our sophisticated electronic property management system and in-house maintenance service ensure optimal tenant placement and rental/property management; and our highly efficient service keeps clients choosing Faircape for all their residential needs. 

We are currently looking for a Leasing Coordinator. The Leasing Coordinator will provide administrative support and document management within the Leasing Department and to administer and coordinate the leasing process so that agreements of the lease are expediently concluded and captured to the property management system.

If you are interested in working within a fast-paced environment then this is the position for you. 

Your duties would include, but not be limited to:

Tenant & Owner Enquiries:

  • Handling tenant queries and ensuring they are attended to in a timely manner
  • Log and follow up on any maintenance issues on behalf of the owners 
  • Manage maintenance deposits and refunds
  • Respond to emails within 24 hours in a professional manner

Lease Renewals:

  • Ensure that all renewals are done timeously and if a tenant is not renewing, ensure there is  enough notice to fill an apartment 
  • Draft lease agreements ensuring all relevant information is reflecting 
  • Sending out terms and conditions and ensuring to receive appropriate signed documentation 
  • Coordinate renewal inspections 
  • Compile and give renewal packs with a completed checklists to the rental manager 
  • Ensure that tenants are being charged the correct rentals and top up deposit by timeously providing any changing information to the financial team. 
  • Saving all signed documentation to the correct folders 

Filing Vacant Apartments / Inspections Process:

  • Once a mandate form/notice has been received from an existing tenant, one must ensure to mark the property vacant on the relevant platforms and that the advertisement is posted on the websites. 
  • Respond to any advertisement queries that come through
  • Give landlord the relevant feedback weekly ensuring that they are aware of what is going on with the property
  • Arranging viewings with tenants and the viewing administrator calendar
  • Submitting and processing application forms 
  • Managing the application process from start to finish
  • Setting up and coordinating ingoing inspections 
  • Manage the inspections process (in, out, pre-out and routine)  and ensuring that it is done accurately
  • Keeping records of all inspections 
  • Ensure deposit refund report is kept up to date and that all refunds are paid within a timely manner 



  • Relevant tertiary qualification advantageous


  • Relevant administrative experience
  • Background and knowledge of property and/or rentals will be advantageous

Skills and Attributes:

  • Computer literate (Google Docs Advantageous)
  • Customer service orientated
  • Strong verbal and written communication skills to effectively interact with landlords, tenants, and other stakeholders
  • Providing exceptional customer service 
  • High accuracy and attention to detail ensures that all lease terms are documented correctly 
  • Able to perform in a fast working environment 
  • Deadline oriented  

Specific Requirements

  • Own transport
  • No criminal record
  • Contactable references
  • Clear credit record

How to Apply for this Offer

Interested and Qualified candidates should Click here to Apply Now

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