Property Operations Administrator

SUMMARY:
Recruiting for a Property Operations Administrator with excellent communication skills. Residential and Commercial Rental Management Experience will be an added advantage.

POSITION INFO:
Qualifications Required:
 
Degree in Property Management or any relevant Degree.

Work Experience:

• Manage available property adverts.
• Manage the new tenants process – vetting
• Do all administration of the lease agreements.
• Keep all signed lease documents electronically filed.
• Manage the monthly rental spreadsheet – keep it current and advise finance to raise the rental invoices
• Check rental invoices or any deposits against the spreadsheet.
• Manage the exit process of tenants leaving
• Manage and coordinate and get approval for all maintenance.
• Keep record of maintenance.
• Emergency maintenance is 24 hours a day 365 days a year. (Burst geysers, gate motor, no electricity and no water.)
• Negotiate and manage the insurance renewal and amendments
• Handle all insurance related claims and the repair/replacement work for Private insurance
• Handle all communication and paperwork with the claims department.
• Manage and arrange for the annual pest control for different properties
• Send notices to all tenants via WhatsApp and pamphlets placed under doors.
• Manage and arrange for the fire equipment service once a year to ensure fire insurance is in place.
• Ensure that all occupied units purchase electricity monthly.
• This must be managed with the monthly collection sheet sent by CitiQ.
• Manage recoveries of electricity and ensure there are no losses.
• Manage accounts receivable twice a month.
• Send letters and WhatsApp notices to defaulting tenants giving them 20 days to pay.
• If payment not received, start eviction process.
• Monthly site visits with written feedback reports.
• Manage lease agreement escalations and update the spreadsheet and send it to Brighton to raise invoices.
• Check that the invoices are raised correctly.
• Manage the lease agreements renewal and expiry for all tenants 6 months before they become due.
• Send new proposed rates and terms and negotiate the process.
• Complete and send all documentation for new leases and lease renewals.
• Manage accounts receivable according to the lease agreement.
• Manage the consumables.
• Create spreadsheets to make it easier and to manage the cost per item and the use per item.
• Manage recoveries of electricity and ensure there are no losses.
• Liaise with Finance Department to update the spreadsheet and check recoveries
• Monthly site visits with written feedback reports
• Knowledgeable in all key legislation as it applies to the property environment e.g. SAPOA
• Knowledge and understanding of SARS compliancy requirements (Tax Clearance Certificates, VAT etc.)
• Own reliable vehicle will be an added advantage
• Valid driver’s license
• Ability to work over weekends as and when required