Junior Property Client Services Manager

Surgo PTY Ltd; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

An established industry player is seeking a dedicated Office Administrator to ensure effective client management and smooth administrative operations. In this role, you will be responsible for maintaining documentation, managing vacancies, and overseeing office equipment. You will also handle tenant queries and ensure compliance with leasing policies. This position offers a competitive salary and benefits, including pension and medical insurance, in a dynamic work environment. If you are passionate about administration and client services, this opportunity is perfect for you.

Benefits

Pension

Medical Insurance

Qualifications

• 2+ years of office administration experience preferred.
• Valid driver’s license is required.
• Registration as a property practitioner is advantageous.

Responsibilities

• Manage client relations and ensure compliance with policies.
• Oversee office administration and maintain documentation.
• Handle tenant complaints and ensure high customer service.

Skills

Office Administration

Client Management

Documentation Management

Financial Management

Communication Skills

Education

Minimum Qualification Required

Job description

Role Purpose

To ensure effective client management and administrative functioning of the business.

Role Deliverables and Key Performance Areas

Property Management and Administration

• Implement correct leasing and tenant selection procedures and standards.
• Maintain documentation related to the application process, including application forms, lease documents, tenant course forms, house rules, and project fact sheets.
• Review grey files and submit to senior management.
• Ensure 100% compliance with Intake policies and procedures.
• Manage vacancies and waiting lists.
• Submit vacancy and exit reports.
• Ensure timely and accurate intake processes.
• Oversee arrears management.
• Request legal letters and eviction orders as per decisions made.
• Ensure legal processes are correctly followed.
• Check and approve exits for refunds and submit cheque requisitions.
• Follow up on tenants who vacated without settling arrears.
• Blacklist tenants with accounts in arrears who refuse payment arrangements.
• Adhere to leasing policies and procedures.
• Ensure all documentation is available for smooth application processing.
• Review documentation for clarity and compliance before lease signing.
• Verify files before lease signing to ensure 100% compliance.
• Keep files ready to fill vacant units.
• Compile and submit vacancy and exit reports.
• Monitor arrears to keep them below 3%.
• Request legal letters and eviction orders as needed, minimizing costs.
• Finalize exit documentation, calculate deposit refunds, and submit to finance within 14 days.
• Manage bad debts effectively.

General Office Administration

• Schedule meetings and prepare venues with necessary equipment.
• Maintain secure storage of all documentation.
• Ensure all correspondence is sent and files are up to date.
• Maintain a clean and well-kept office environment.
• Ensure documentation and information are easily accessible and current.
• Reconcile petty cash regularly.
• Maintain and update all relevant databases and contacts.

Office Equipment Maintenance

• Oversee the use and maintenance of office equipment.
• Manage spare parts inventory for office equipment.
• Ensure all equipment is functional and spares are available.

Rent Roll Administration

• Ensure rent statement information is accurate and up to date.
• Upload charges and run pre-billing checks.
• Coordinate with HMs for approval of pre-billing.
• Distribute statements before the 25th of each month, attaching relevant letters/newsletters.

Basic Financial Management

• Resolve tenant payment queries promptly.

Client Services

• Handle tenant complaints and queries professionally.
• Investigate and resolve issues efficiently.
• Maintain high customer service standards and communication with tenants.
• Distribute newsletters and broadcast messages as needed.

HR and Staff Management

• Submit HR documentation and keep staff files updated.
• Manage house managers and cleaning staff.
• Coordinate maintenance activities with staff and management.
• Ensure all HR procedures and documentation are compliant and current.

Requirements, Qualifications, and Experience

• Minimum qualification required.
• Preferably 2+ years of office administration experience.
• Valid driver’s license.
• Registration as a property practitioner with PPRA is advantageous.

• Salary scale: R24,000 - R26,000 per month
• Working hours: Monday to Friday, 08:00 - 16:00
• Benefits include pension and medical insurance
• Location: Cape Town
• Desired start date: May/June 2025

Please reference L695434W when submitting your CV.

Surgo (Pty) Ltd is committed to employment equity and diversity. We encourage applications from people with disabilities and diverse backgrounds. If you do not hear from us within three months, please consider your application unsuccessful. We do not charge application fees as a registered APSO member.

Your CV will be stored for future vacancies. If you do not wish us to keep your CV, please email [e-mail].