Purpose

• Provides administrative support to the Centre Manager to manage a property portfolio.
• Responsible for administrating leases, debtors' 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.

Requirements

• Minimum 2-3 years of experience in property management, administrative or client interaction roles required
• Post matric qualification in Property Management or equivalent diploma/degree is a prerequisite. OR
• NQF 4/5 Real Estate Certificate

Skills & Competencies

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 organised
• 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

Responsibilities

Property Administration

• Draft offers and collate lease information (as required for GOBI)
• Draft all agreements, incl lease agreements, addendums etc.
• Ensure finalised leases are sent to head office for scanning.
• Capture leases on the Property Management system and notify the utility company of any changes or updates to tenancies.
• Collect all outstanding leases
• Follow up and finalise all outstanding lease agreements and Client Verification documentation (GOBI)
• Ensure all tenant GOBI and lease documentation is uploaded on the tenant’s profile on MRI
• Process tenants take back inspection reports and notify Building and Leasing Consultants as well as utility management company and credit controller.
• Liaise with Clients, Documentation Specialist, Portfolio Manager, Centre Manager, Leasing Consultant, Credit Controller, and external Brokers about lease agreements
• Draft and check accuracy of Lease Agreements before sending to Clients for signature
• Prepare lease approval sheets with information on current and budgeted charges
• Ensure the correct loading of debit orders
• Process annual rates and refuse recovery and insurance adjustments for loading onto the Property Management system.
• Calculate and get approval for posting of credit and debit adjustment batches.
• Check forward statements monthly to ensure accurate billing to tenants
• Assist with deposit refunds and returning of bank guarantees
• Ensure data clean-up on the Property Management system
• Perform lease audits
• Manage the tenant movement forms communication with RMS
• Capture projections into the Property Management system monthly
• Capture budget into the Property Management system annually
• Take minutes and record action items agreed to in the Monthly Report Back meeting with the utility company
• Assist with compilation of the monthly report packs
• Assist Portfolio/Centre Managers and SBU as and when required
• Complete and upkeep outstanding lease reports as well as reports on new lets and renewals already concluded
• Update and keep tenant contact list and detail up to date.
• Raise ad hoc batches as required by the Portfolio / Centre manager and ensure sign off of same prior to processing.
• Ensure tenant files are kept either electronically or on site bearing in mind POPIA requirements.

Office Admin and Reception

• Undertake all reception/front office duties
• Assist with Marketing
• Create Purchase orders on Fraxion for all marketing and stationary expenses.
• Load supplier invoices onto Fraxion once purchase order is complete
• Check all invoices received match the Purchase Order
• Check all invoices supplier banking details match banking details on Fraxion for each supplier
• Check invoice details are correct prior to loading on to Fraxion for payment
• Collect tenant's turnover each month and ensure it is captured onto MRI by 10th of each month
• Answer all incoming calls, screening and directing call to other colleagues as well as providing basic information to callers
• Dealing with customer/client queries and ensuring professional interaction to resolve queries
• Oversee court bookings and outside promotions in accordance with directives from Centre Manager

Ref No

• PRA39

Remuneration

• Market Related

Centre

• Beacon Bay Retail Park