Onboarding Portfolio Manager

I Grow Wealth Investments; Wes-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

IGrow Wealth Investments is seeking a detail-oriented administrator to manage onboarding for tenants and investors, handle documentation and data entry in WeconnectU and CRM systems, and maintain accurate records.

The role covers onboarding, admin tasks, financial reconciliations, arrears follow-ups, and coordinating property maintenance with stakeholders. Experience in the property sector is advantageous.

Qualifications

• Matric is mandatory.
• Experience in the property industry.
• Experience using data entry and CRM/property management systems.
• Strong administrative and organisational skills.
• Strong attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and prioritise effectively.
• Deadline-driven with strong time management skills.
• Customer-focused approach with strong problem-solving abilities.

Responsibilities

• Oversee and administer the onboarding process for tenants transitioning from other rental agencies to IGrow.
• Manage onboarding for investors who have purchased units in tenanted developments.
• Communicate proactively with clients to keep them fully informed throughout the onboarding process.
• Liaise with all relevant stakeholders on a weekly basis, providing progress updates and resolving concerns.
• Receive rental applications, open files, and prepare all required documentation.
• Upload leases and debit order forms to WeconnectU.
• Create property, tenant and invoice records on WeconnectU.
• Maintain accurate and up-to-date records across all relevant systems.
• Ensure all required documentation and information is received in a timely manner and remains current.
• Determine which utility and municipal accounts are being paid on behalf of landlords.
• Redirect accounts to IGrow and ensure correct monthly payments are processed.
• Attend to monthly reconciliation of rental payments across the allocated portfolio.
• Process monthly account payments for landlords and attend to deposit refunds within 14 days.
• Load deposit processing fees on all deposit refunds.
• Follow up on tenants in arrears in line with the strict arrears process; issue letters of demand by the 4th of each month.
• Keep investors updated on any late payments at all times.
• Instruct attorneys to proceed with evictions on behalf of owners where requested.
• Negotiate lease renewals in accordance with the correct financial projection.
• Attend to initial maintenance concerns raised by tenants or investors and elevate to the relevant party.
• Monitor maintenance progress.
• Conduct monthly walk-arounds of managed blocks and report findings to managing agents; follow up on outstanding items.
• Attend AGMs for allocated blocks, in person or via the preferred online platform.
• Send vacating checklists to all tenants who submit notice on the allocated portfolio.
• Compile and distribute monthly lists of vacating tenants to the team.
• Action warning letters received from the Body Corporate, forward to tenants, and track resolution.
• Attend to issues with water and electricity accounts.

Skills

Administrative & organisational skills

Attention to detail

Verbal & written communication

Multitasking & prioritisation

Time management

Customer-focused problem solving

Education

Matric (non-negotiable)

Tools

WeconnectU

CRM systems

Job description

Minimum requirements (Advantageous):

• Matric (non-negotiable).
• Previous working experience within the property industry.
• Experience using data entry systems and CRM/property management systems.
• Strong administrative and organisational skills.
• Strong attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and prioritise effectively.
• Deadline-driven with strong time management skills.
• Customer-focused approach with strong problem-solving abilities.

Duties and responsibilities include, but not limited to:

Onboarding & Client Management

• Oversee and administer the onboarding process for tenants transitioning from other rental agencies to IGrow.
• Manage onboarding for investors who have purchased units in tenanted developments.
• Communicate proactively with clients to keep them fully informed throughout the onboarding process.
• Liaise with all relevant stakeholders on a weekly basis, providing progress updates and resolving concerns.

Administration & Systems

• Receive rental applications, open files, and prepare all required documentation.
• Upload leases and debit order forms to WeconnectU.
• Create property, tenant and invoice records on WeconnectU.
• Maintain accurate and up-to-date records across all relevant systems.
• Ensure all required documentation and information is received in a timely manner and remains current.

Financial & Account Management

• Determine which utility and municipal accounts are being paid on behalf of landlords.
• Redirect accounts to IGrow and ensure correct monthly payments are processed.
• Attend to monthly reconciliation of rental payments across the allocated portfolio.
• Process monthly account payments for landlords and attend to deposit refunds within 14 days.
• Load deposit processing fees on all deposit refunds.

Arrears & Legal

• Follow up on tenants in arrears in line with the strict arrears process; issue letters of demand by the 4th of each month.
• Keep investors updated on any late payments at all times.
• Instruct attorneys to proceed with evictions on behalf of owners where requested.
• Negotiate lease renewals in accordance with the correct financial projection.

Property & Maintenance

• Attend to initial maintenance concerns raised by tenants or investors and elevate to the relevant party.
• Monitor maintenance progress.
• Conduct monthly walk-arounds of managed blocks and report findings to managing agents; follow up on outstanding items.
• Attend AGMs for allocated blocks, in person or via the preferred online platform.
• Send vacating checklists to all tenants who submit notice on the allocated portfolio.
• Compile and distribute monthly lists of vacating tenants to the team.
• Action warning letters received from the Body Corporate, forward to tenants, and track resolution.
• Attend to issues with water and electricity accounts.

If you do not receive feedback within two weeks of submitting your application, please consider your application unsuccessful.