We’re looking for…
A strong capable candidate who will attend to all aspects of administrative, financial and operational activities for both Commercial and Residential properties under management by our client as well as the general running of the company alongside the Head of Property Management.
Who are you?
- You have excellent written, verbal, interpersonal and organisational skills.
- You have numeracy and financial skills and appreciation.
- You are computer literate and have a thorough knowledge of the MDA property management system.
- You have the ability to adapt to a variety of environments and work demands.
- You have the ability to maintain a high level of sensitivity to property owners, directors brokers and tenants needs.
- You have a customer-focused attitude.
What’s the role?
You are responsible for:
Queries and Reconciliations:
- Respond promptly to property owners, tenants, and service providers.
- Address queries related to rental charges, maintenance, and other financial matters within one day.
- Attend to reconciliations promptly, processing adjustments and ensuring timely credits or refunds.
- Efficiently file all relevant correspondence.
Vacancies:
- Manage the end-of-lease process for vacating tenants.
- Update vacancy information on MDA.
- Handle inquiries, show potential tenants available spaces, and contribute to leasing brochures.
Lease Administration:
- Prepare and manage application forms, lease agreements, and related documentation.
- Ensure compliance with POPI requirements and obtain necessary approvals.
- Update leasing notes on MDA, monitor progress, and maintain tenant files in accordance with POPI.
Operations:
- Address operational and maintenance issues promptly.
- Evaluate, recommend, and oversee service providers and contractors.
- Procure and manage contracts, issue work orders, and inspect completed work.
- Assist in due diligence for property purchases.
General Administration:
- Obtain and manage debit order authorisations from tenants.
- Maintain website updates.
- Record minutes in meetings.
Handle monthly responsibilities, including building take-ons and handovers.
Financial Management:
- Monitor and manage rental payments and debtor accounts, including legal processes.
- Handle creditor invoicing, payment processing, and monthly bank reconciliations.
- Manage VAT payments.
Budgets:
- Reforecast budgets as per instructions from Property Owners, Directors, or Head of Property Management.
- Capture adjustments and upload revised budgets by the 25th of each month.
Management Reports:
- Prepare Trial Balance, Rent Roll, and Owner Statements by the 5th of the month.
- Provide full management reports by the 17th of each month, ensuring property owners have access.
Owner Statements:
- Close and run Owner Statements by 9:00 AM on the 17th of the following month.
- Send monthly Owner Statements to property owners.
General Responsibilities:
- Load recoveries for items per Lease Agreement.
- Update market rentals on MDA by the last day of each month.
- Contact tenants for turnover figures.
- Manage relevant portfolio parking schedules.
- Oversee all aspects of property management and file management systems.
Annual Responsibilities:
- Handle municipal rates recoveries adjustments by June 20th each year.
- Check and advise property owners on municipal property valuations.
- Archive tenant files, manage office files according to POPI, and audit lease agreements.
HR:
- Manage staff activities, including leave, disputes, hiring/firing, and performance reviews.
- Conduct training for staff on an ongoing basis.
- Handle office admin, including cost control and organising fun activities for staff.
Boxes to Tick…
- Matric
- Property administration qualifications and experience.
- Minimum 6-8 years’ property management
- Minimum 6-8 years’ experience in a leadership role
- MDA or similar experience