Property Administrator (Retail)

SUMMARY:
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POSITION INFO:

PURPOSE OF THE ROLE: The purpose of this role is to support the effective management of property operations by overseeing administrative, financial, and operational tasks for the portfolio assigned to the Property Administrator. This includes ensuring efficient administration, compliance, and optimal performance of the properties.

REQUIREMENTS:

• Relevant Tertiary Qualification [Property Management / Business Administration]
• Minimum 3–5 years’ experience in property administration or a similar field.
• Practical experience with property management software and financial reporting.
• Proficient in Microsoft Office Suite, including Word, Excel (Intermediate/Advanced), and PowerPoint.
• Strong organizational and administrative skills with a keen attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Strong problem-solving skills and proactive approach to challenges.
• Relationship management skills with a focus on tenant and stakeholder communication.
• Team-oriented with a results-driven attitude.

KEY PERFORMANCE AREAS:

ADMINISTRATIVE:

• Manage and maintain accurate records for all properties in the assigned portfolio.
• Coordinate and oversee the day-to-day administrative tasks, including lease administration, tenant communications, and documentation management.
• Assist in the preparation and processing of lease agreements, renewals, and amendments.
• Maintain and update property management systems and databases to ensure accuracy and completeness of information.

FINANCIAL:

• Support the preparation and monitoring of property budgets, ensuring adherence to financial plans and cost controls.
• Process and track rent collections, invoices, and other financial transactions related to property management.
• Assist with financial reporting and provide insights on variances and budget performance.
• Monitor and report on arrears, managing collection processes as necessary.

OPERATIONAL MANAGEMENT:

• Conduct regular property inspections to ensure maintenance standards are met and report any issues for resolution.
• Coordinate maintenance and repair work with contractors and service providers, ensuring timely and cost-effective completion.
• Ensure compliance with relevant regulations and property standards, including health and safety requirements.
• Monitor service provider performance to ensure they meet required service levels.

TENANT RELATIONS:

• Serve as the primary point of contact for tenants, addressing queries, complaints, and requests in a professional and timely manner.
• Foster positive relationships with tenants to support retention and satisfaction.
• Implement tenant feedback and make recommendations for improving tenant services.

STRATEGIC OPERATIONS:

• Assist in the development and implementation of property management strategies to enhance operational efficiency and tenant satisfaction.
• Utilize market research and competitive analysis to support property management decisions and strategies.
• Contribute to the planning and execution of property improvements and upgrades.
• Support property marketing efforts, including tenant procurement and lease negotiations.

REPORTING:

• Prepare and present regular reports on property performance, including financial status, occupancy rates, and maintenance activities.
• Develop and maintain reports to track key performance indicators and support strategic decision-making.

KEY ATTRIBUTES:

• Strong attention to detail and organizational skills.
• Ability to work independently and manage time effectively.
• Excellent interpersonal skills and the ability to build and maintain relationships with various stakeholders.
• A proactive approach to problem-solving and continuous improvement.