Office Manager / Senior Administrator

KingsleyIrons Recruitment Services CC; Johannesburg; On-site; ZAR 360,000 - 560,000; Full time

Job summary

KingsleyIrons Recruitment Services CC is seeking an experienced Office Manager / Senior Administrator to oversee office operations, leasing administration across the property portfolio, and support the Financial Director with finance functions. The role requires strong MDA knowledge, leasing experience, advanced Excel, and meticulous record-keeping.

You will manage day-to-day office activities, property system data, lease dossiers, and creditor/debtor processes, while ensuring compliance and

Qualifications

• Matric and a relevant tertiary qualification in property, finance or administration is advantageous.
• Hands-on MDA knowledge is essential.
• Strong leasing administration skills and knowledge of commercial leases, escalations, recoveries and reinstatement obligations.
• Advanced Excel skills and proficiency in property management systems and Microsoft Office.
• Bookkeeping to trial balance, including creditors, recoveries and reconciliations, would be advantageous.
• Exposure to utility recoveries and municipal recharges would be advantageous.
• Experience supporting a finance function or reporting to a Financial Director would be advantageous.

Responsibilities

• Run the day-to-day operations of the Unico head office, including suppliers, service providers, office systems, filing and document control.
• Act as the central administrative point for the directors and the property management team.
• Maintain company records, statutory and compliance documentation, and support insurance administration across the portfolio.
• Act as the in-house owner of the MDA property management system.
• Maintain tenant and lease master data, run monthly billing, and manage recoveries and utility recharges.
• Produce reporting out of MDA and safeguard the integrity of portfolio data.
• Prepare, process and file lease agreements, renewals, addenda, escalations and offers to lease.
• Manage FICA, deposits, guarantees and lease commencement documentation.
• Administer tenant incoming and re-instatement documentation at lease commencement and end, supporting lease compliance.
• Maintain the lease expiry and renewal diary and support the portfolio managers with deal administration.
• Assist the Financial Director with creditors and payments, tenant billing and debtor recoveries.
• Assist with bank and rent reconciliations and prepare month-end inputs.
• Help prepare owner and management reporting, and support budgeting and expense tracking.
• Monitor tenant arrears, issue statements and reminders, and drive the collections process with the managers.

Skills

MDA knowledge

Leasing administration

Advanced Excel

Microsoft Office

Bookkeeping to trial balance

Utility recoveries

Finance function support

Education

Tertiary qualification in property, finance or administration

Matric

Tools

MDA property management system

Excel

Property management systems

Microsoft Office

Job description

Description/Synopsys:

A successful and rapidly growing property management company is seeking an experienced and highly capable Office Manager / Senior Administrator to oversee its office operations. This is a senior, multifaceted role that encompasses overall office management, leasing administration across the property portfolio, and specific financial responsibilities to support the Financial Director and streamline the finance function.

The ideal candidate will be a highly organised property professional with strong working knowledge of MDA, a sound understanding of commercial leasing, and the confidence to work closely with directors. This is a key position within the business, requiring someone who can take ownership of administrative and operational processes and play an integral role in ensuring the smooth and efficient running of the company.

Minimum Requirements:

• Matric and a relevant tertiary qualification in property, finance or administration is advantageous.

• Minimum 5 years’ planning and scheduling experience in heavy fabrication; mining 5–8 years’ experience in senior property administration or office management within the commercial or industrial property sector.

• Hands-on MDA knowledge (essential).

• Strong leasing administration skills and knowledge of commercial leases, escalations, recoveries and reinstatement obligations.

• Advanced Excel skills and proficiency in property management systems and Microsoft Office.

• Bookkeeping to trial balance, including creditors, recoveries and reconciliations, would be advantageous.

• Exposure to utility recoveries and municipal recharges would be advantageous.

• Experience supporting a finance function or reporting to a Financial Director would be advantageous.

Main Responsibilities:

Office management

• Run the day-to-day operations of the Unico head office, including suppliers, service providers, office systems, filing and document control.

• Act as the central administrative point for the directors and the property management team.

• Maintain company records, statutory and compliance documentation, and support insurance administration across the portfolio.

Property systems (MDA)

• Act as the in-house owner of the MDA property management system.

• Maintain tenant and lease master data, run monthly billing, and manage recoveries and utility recharges.

• Produce reporting out of MDA and safeguard the integrity of portfolio data.

Leasing administration

• Prepare, process and file lease agreements, renewals, addenda, escalations and offers to lease.

• Manage FICA, deposits, guarantees and lease commencement documentation.

• Administer tenant incoming (beneficial occupation) and re-instatement documentation at lease commencement and end, supporting lease compliance.

• Maintain the lease expiry and renewal diary and support the portfolio managers with deal administration.

Finance support

• Assist the Financial Director with creditors and payments, tenant billing and debtor recoveries.

• Assist with bank and rent reconciliations and prepare month-end inputs.

• Help prepare owner and management reporting, and support budgeting and expense tracking.

Credit control

• Monitor tenant arrears, issue statements and reminders, and drive the collections process with the managers.

Soft Skills:

• Highly organised and deadline-driven, with keen attention to detail and immaculate record-keeping.

• Discreet and trustworthy, comfortable working directly with directors and holding confidential information.

• Able to work independently and manage several workstreams at once.

• Proactive, with a hands-on, get-it-done approach.

• Personal qualities of integrity, credibility and commitment.