Portfolio Administrator (Jhb)

Datafin Recruitment; Johannesburg; On-site; ZAR 400 000 - 500 000; Full time

Job summary

A property management firm in Johannesburg is seeking a Portfolio Administrator. The role focuses on managing data quality, coordinating leasing administration, and generating reports. Ideal candidates should possess strong data management skills and the ability to ensure accuracy. This position supports overall business objectives and requires attention to detail.

Qualifications

• Proven experience managing data in property-related contexts.
• Strong attention to detail and commitment to accuracy.
• Ability to respond to inquiries promptly.

Responsibilities

• Manage leasing advertisements on various platforms.
• Ensure accuracy of billing data and lease reviews.
• Generate and maintain monitoring reports.

Skills

Data quality and integrity

CRM management

Communication skills

Tools

MDA

Propdata

Property24

Job description

Job title

Portfolio Administrator (JHB)

Job Location

Gauteng, Johannesburg

Deadline

October 29, 2025

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ENVIRONMENT

A dynamic Investment and Commercial Property Management Firm is seeking a Portfolio Administrator to manage the coordination, compilation, and capturing of data and resources related to the company’s property portfolio.

The role’s primary focus is to uphold the highest standards of data quality and integrity within MDA and other systems, while ensuring CRM cases are addressed promptly to prevent delays in circulation procedures.

The successful candidate will be expected to demonstrate commitment, accuracy, and professionalism, performing all duties in line with the organisation’s office routines and procedures while supporting overall business objectives.

DUTIES

Leasing Administration (prospective tenants / clients) –

• Create and maintain all leasing advertisements on Propdata, Property24, and other platforms.
• Update the Master Prospect Sheet weekly, closing completed cases on instruction.
• Update Pipeline and Signed Leases summary sheets after team meetings and finalise for Manco reporting.
• Respond to enquiries from the commercial cell phone, landline, and email (within 24 hours during working hours).
• Follow up on leads, including missed calls from weekends.

Capture / load completed Lease Reviews (CRM cases), ensuring accuracy of billing data:

• Legal entity
• Name & address details
• Allocation on floor plans
• Square meters (as per SAPOA)
• Special conditions reviews
• Beneficial occupation period
• Lease period
• Rental & deposit amounts
• Liaising with RM / Legal to correct lease agreement errors
• Lessee information per FICA documents
• Create new tenant accounts on MDA and update tenant information.
• Allocate tenants to units and assign rates per square meter on MDA as per AM Budget.
• Attach all relevant documents and information to MDA and other systems.
• Inform Finance of new lease agreements / addendums, errors, or amendments.
• Manage application processes for Leasing (Leasing App – to be implemented).

Administration – MDA Project (existing clients / properties) –

• Ensure updated SAPOA Plans are attached to each property (units in MDA must correspond with SAPOA plans).
• Oversee MDA data and server update projects.
• Conduct ongoing maintenance of MDA data.
• Create and update Spiceworks tickets from Leasing Manco and produce Action Register for Manco.
• Act as MDA Champion, ensuring efficient communication by taking and distributing minutes.
• Perform general admin and daily data capturing.

Reporting for Asset Management and Leasing –

• Create and maintain monitoring reports (including Power Queries for live database information).
• Assist with EXCO & Manco reporting by refreshing / formatting pivots, creating proposal summaries, and property-to-prospect pivots.
• Generate Leasing CRM case reports.
• Produce MDA database project reports.
• Compile market data reports.
• Handle general ad hoc reporting when required.
• Run weekly prospective tenant reports and save to the Master Prospect Sheet / Tracking Report.
• Run and circulate weekly prospect count reports.
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