Property Administrator – Office Cape Town (Southern Suburbs (Cape) needed at Growthpoint Properties

Purpose of the Job

• Provides administrative support to the Portfolio Manager to manage a property portfolio. Responsible for administrating leases, debtor’s administration and recovery and building maintenance administration. Ensures that proper records are kept of all contracts and invoices. Prepares, distributes, and files correspondence and documents 

Key Performance Areas

Administration

• Submit copy of agreement of lease and tenant criteria documents to Docuhub.
• Follow up on outstanding lease agreements and on FICA documentation. 
• Submit offer to lease agreement for lease drafting to Docuhub  i.e., renewals / new lets, cessions, cancellations, addendums, parking agreements and related documents. 
• Liaise with tenants, Portfolio Manager, Leasing Consultant, Credit Controllers, and agents about lease agreements. 
• Ensure correct loading of agreements on the system. 
• Ensure the correct loading of debit orders. 
• Open and upkeep tenants’ files.
• Attend to lease audits. 
• Complete and upkeep outstanding lease reports as well as reports on new lets and renewals already concluded. 
• Assist Portfolio Manager and SBU as and when required. 
• Advise meter readers of any changes. 
• Assist with compilation of the monthly report packs. 
• Assist with the budget process. 
• Perform secretarial functions when requested. 
• Calculate annual and insurance rates adjustments for loading onto MRI. 
• Prepare renewal sheets with information on current and budgeted charges. 
• Load/file of take back inspection reports received by Building Managers.
• Write housekeeping letters and reports. 
• Attend to tenant queries on range of issues including but not limited to housekeeping, building faults, electricity / water queries (RMS), account queries. 
• Weekly reporting on outstanding offers / leases / FICA. 
• Monthly reporting on GLA / vacancy movements 

Requirements
Education

• Post matric qualification in Property Management or equivalent diploma/degree is a prerequisite.  OR
• NQF 4/5 Real Estate Certificate

Experience

• Minimum 2 – 3 years of experience in property management, administrative or client interaction roles required

Knowledge

• Knowledge of property management
• Know the tenants within the portfolio. 
• Understand the buildings in the portfolio.
• Place orders and process payments on Fraxion.
• MRI System awareness.
• Understand the budgeting and reporting process

Job Specific Skills

• Computer literacy
• Ability to draw schedules/reports on system
• Good communication skills – written and verbal
• Time management skills
• A good mix of interpersonal and administrative skills
• Good problem-solving skills
• Excellent touch-typing skills with a high accuracy rate

Competencies

• High attention to detail 
• Ability to cope under pressure 
• Hardworking and highly organized 
• Excellent interpersonal skills and a team player 
• Excellent time management skills 
• Proactive, self-starter with initiative 
• Flexible 
• Ability to multitask 
• Client focused at all times (internal & external) 
• Excellent communication skills