Property Administrator

Pty; Cape Town; On-site; ZAR 250 000 - 350 000; Full time

Job summary

A prominent wellness company in Cape Town seeks a Lease Administrator with 3–5 years of experience in property management. The role involves ensuring compliance with rental agreements, processing payments, and liaising with landlords. Candidates should possess a post-graduate degree in Accounting or Property and be proficient in property management software. The position offers an opportunity to contribute to a team dedicated to promoting holistic health and wellness.

Qualifications

• 3–5 years of experience as a Lease or Property Administrator.
• Ability to abstract lease clauses and manage financial data.
• Strong interpersonal skills for liaising with various stakeholders.

Responsibilities

• Ensure compliance with rental agreements and maintain landlord communication.
• Process landlord payments accurately and on time.
• Prepare lease reports and analyze expenses for cost-saving opportunities.

Skills

Property management software proficiency

Microsoft Excel expertise

Attention to detail

Excellent communication skills

Organizational skills

Analytical skills

Education

Post-graduate degree in Accounting or Property

Tools

MRI

Yardi

CoStar

Job description

Purpose

Our purpose is..

• .To change people's lives for the better through wellness.

Mission

We are passionate about supporting people to lead healthy fulfilled lives by providing a space where they can focus on their physical, mental and social well‑being. Our mission is to create an environment where wellness works for everyone.

Overview

At Virgin Active wellness is not just about fitness – it's about creating real experiences that support members in their holistic health journey. We provide a luxury wellness environment that fosters personal growth, community, and transformation. Our approach is accessible, inclusive, and built on the foundation of social wellness. We operate as a full‑time onsite function because we believe the best ideas come to life when we collaborate in person, share thoughts, and build together. Our wellness offering is built on core pillars which define who we are and how we deliver on our promise: Refreshing Real Experiences – authentic, engaging experiences that inspire lasting wellness. Holistic Wellness – a comprehensive approach integrating fitness, mental health, nutrition, and recovery. Curated Guidance and Progress – personalised coaching and programs to support sustainable progress. Communities Without Conformity – diverse, welcoming environments where everyone feels empowered.

Your Purpose

With the assistance of the National Property Asset Manager, the Legal department and the Facilities team, ensure proper and complete compliance with the terms of all signed rental agreements. Ensure proper, timely and professional communication with all landlords to maintain good relationships. Provide support to the National Property Asset Manager in respect of all landlord billings and payments.

Your Duties and Responsibilities

Compliance and Communication: Ensure all landlord accounts are up to date and all agreed terms have been complied with. Prepare and complete the monthly landlord payments file, together with summary and performance against budget. Ensure all landlords are paid by the 1st working day of the month in accordance with the lease agreement. Communicate effectively to relevant internal stakeholders about outstanding amounts charged or amounts charged in error. Ensure all monthly payments and remittances are delivered to landlords. Ensure appropriate property‑related accruals are communicated to the financial accounting team. Together with the utilities administrator, ensure all utilities charged by landlords and councils are approved and paid on time. Liaise with the legal team, the National Property Asset Manager, the Facilities Director, regional facility managers and the property administrator to confirm all contract changes, settlement agreements or other obligations are identified, recognised and settled appropriately. Provide periodic support to the National Property Asset Manager and Facilities Director. Create cordial and professional communication with all landlords and councils, ensuring prompt and effective resolution to all communications. Maintain organized and up‑to‑date physical and electronic files of all lease agreements and related correspondence. Track and ensure all required Certificates of Insurance are on file and current. Liaise with the company's legal department to address lease‑related issues or assist with new agreements and amendments. Ensure the company's lease obligations are met across all locations. FICA compliance record‑keeping: Keep the rental database up to date and ensure rent recorded agrees with a signed lease. Perform a monthly reconciliation for each account, reconciling paid amounts against invoiced amounts, highlighting any unpaid or disputed amounts. Record all property payments accurately in the correct general ledger account, period and cost centre account. Account for any back‑dated adjustments of rent or rates due to an agreed revision. Track and maintain records of all amounts invoiced to landlords, including amounts recovered in instalments (offset against monthly rental paid).

Reporting and Analysis

Prepare and generate reports on lease data, expenses and portfolio status for internal stakeholders. Analyse property expenses and lease terms to identify cost‑saving opportunities or issues.

Financial Oversight

Review and validate landlord invoices for accuracy, including rent, common area maintenance (CAM), property taxes and insurance. Process and track all property‑related payments to landlords and follow up on discrepancies or billing disputes. Track tenant improvement allowances and other reimbursements from landlords. Assist with budget preparation and financial reporting for the company's real estate portfolio.

Turnover Rentals

Accrue monthly turnover rentals and invoice councils when due. Deliver annual audited turnover certificates to councils on time.

Landlord Recoveries

Maintain the landlord‑tenant installation recovery reconciliation and invoice all landlords in line with the lease agreement. Allocate related club capital expenditure to the landlord‑tenant installation recovery account. Recover landlord‑tenant contributions in a timely manner. Reconcile all landlord‑funded capex recorded in Microsoft D to the capex project report prepared by the Head of Projects. Provide supporting documentation to landlords in accordance with the rental contract. Split landlord recoveries correctly between leasehold improvements capex and maintenance capex. Maintain details of actual versus expected landlord recoveries.

Lease Administration and Management

Abstract key data points from complex lease documents and input them into a centralized database or lease management software. Track and manage the full lifecycle of leases, from creation and renewal to amendments and termination.

Minimum Requirements

3–5 years of experience as a Lease or Property Administrator, focusing on commercial or retail occupier portfolios. Proficiency in property management software such as MRI, Yardi or CoStar and strong expertise in Microsoft Excel. Meticulous attention to detail for abstracting lease clauses and managing financial data accurately. Post‑graduate degree in Accounting or Property. Excellent communication skills for liaising with landlords, internal departments and store‑level employees. Ability to interpret lease documents, analyse expenses and provide insights. Strong organisational and time‑management skills for overseeing a large portfolio of properties and related documentation. Proficiency in effective and timely communication, fastidiousness, accurate record‑keeping and analytical strength.

Attributes

Adaptability, curiosity, winning mentality, motivation, commitment to influencing people's lives, growth mindset, independence, trustworthiness, drive to create moments of magic for members, decision‑making, responsibility, action orientation.

Additional Skills

Wellness knowledge to engage and inspire others towards a holistic approach; agility; collaboration; high interpersonal skills (EQ).