Administrator : Retail Operations

City Property Administration (Pty) Ltd is a residential and commercial property management company that has been operating since 1968 with their headquarters in Pretoria and a supporting office in Johannesburg. City Property transforms buildings and injects fresh vitality into our inner cities.

Job Description

The purpose of the role is to perform general administration and support to the Portfolio Manager: Retail Operations and Retail department and to ensure portfolio administration is managed effectively.

General Functions

1. Manage day to day administration for Portfolio Manager: Retail Operations (PFMRO) and assistance to Centre Managers (CMs)
2. Basic office filing, copying, and scanning: COC’s, biometric reports, monthly reports, meeting agenda and minutes etc.
3. Preparing, receiving, and distributing stationary orders
4. Replenishing staff refreshments
5. Roaming office calls: taking messages

Administrative Functions

1. Preparation / typing of agendas, minute taking and timeous distribution for PFMRO meetings and Shopping Centre meetings packs
2. Petty cash capturing for CMs
3. Managing Retail template documentation on I drive
4. Assist with typing of tenant correspondence as drafted by CMs
5. Updating tenant and store manager contact details
6. Updating utility (gas / water / elec.) meter numbers provided by CM / Maintenance Manager / Building Manager
7. Parking leases: assist with parking administration / preparing and managing waiting list
8. Exhibitions: preparing leases and instructions, assist with bookings and locations
9. Fixed contracts: preparing contracts and cancellations
10. Yearly budgets: Assisting PFMRO and CMs with budgets preparations
11. Income statement monthly expense detail on fixed monthly contracts only (variances)
12. Ordering of window wrapping for vacant offices
13. Recordkeeping of insurance claims
14. Audits of refuse removal rates, recoveries related to HVAC, generator, and equipment maintenance (variances)
15. Follow up of outstanding supplier invoices
16. Obtaining cancellation confirmation for suppliers
17. Assist with RFI manual job card documentation
18. Forward vacate inspections to Data Management Department and Credit Controller
19. Entry inspections form managing / filing
20. Customer case reports for PFMRO
21. Recordkeeping of monthly inspection reports and providing reports to internal auditors
22. Assist with logging emergency jobs only

Working conditions: Office Based.

Job Requirements

Qualifications & Experience:

1. Matric - Required
2. Administrative related qualifications - Preferred
3. At least 2 years’ experience in an administrative role - Required
4. Experience in Property and / or retail industry - Preferred

Skills & Knowledge Required:

1. Good verbal and written communication skills required
2. Good administrative skills required
3. Minute taking skills required
4. MS Office:

• MS Word – Basic
• Excel – Intermediate
• Outlook – Basic

Personal Attributes:

1. Problem solving – find solutions when emotions are involved.
2. Reality testing – be objective; see things as they really are.
3. Flexibility – adapting emotions, thoughts and behaviors.
4. Stress tolerance – coping with stressful situations.
5. Interpersonal relationships – building mutually satisfying relationships.
6. Independence – be self-directed and free from emotional dependency.
7. Multitasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.
8. Teamwork – cooperation with others, good-natured attitude and encouraging people.
9. Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
10. Rule following – adhere to rules and strictly follow work regulations.
11. Attention to detail – focus on details, strive for perfection and be well organized.
12. Planning – enjoy making detailed plans and long-term plans.