Property Administrator

The Focus Group; Cape Town; On-site; ZAR 279,000 - 390,600; Full time

Job summary

A leading property management firm in Cape Town is looking for a detail-oriented Property Administrator to manage various administrative tasks. This role entails managing tenant information, overseeing lease agreements, and handling arrears. Candidates should possess a diploma, 3-5 years’ relevant experience in property administration, and proficiency in MS Office and property management software. Join a dynamic team dedicated to excellence in property management.

Qualifications

• 3–5 years’ experience in a Property Administrator or financial accounting role.
• Experience in customer service and/or sales.
• Background in property leasing is advantageous.

Responsibilities

• Manage tenant information and updates in the property management system.
• Maintain property, unit, tenant, and lease data on PIMS.
• Conduct credit checks and prepare lease documentation.
• Follow up on outstanding payments and manage arrears.

Skills

Strong communication skills

Time management

Organizational skills

Professional attitude

Interpersonal skills

Education

Grade 12 (Matric)

Relevant diploma

Tools

MS Office

Property management software (PIMS or MDA)

Job description

Property Administrator – Cape Town

Are you a detail-oriented professional with a passion for property management and administration? A leading property management firm is seeking a Property Administrator to join their dynamic team in Cape Town.

Purpose of the Role

To perform the full property administrative function, including managing billings in line with tenant leases, handling arrears and tenant queries, and overseeing lease preparation and conclusion.

Key Responsibilities

Tenant Administration

• Load and update tenant information on the internal property management system (PIMS).
• Allocate receipts from bank statements and generate tenant statements.
• Manage lease billings, manual adjustments, recoveries, and debit runs.
• Finalize vacated tenant accounts and process deposit refunds.
• Handle tenant turnover and reconciliations.

Lease Administration

• Conduct credit checks and FICA verification.
• Prepare Lease Input Summaries (LIS) and update lease registers.
• Draft lease authority requests and offers to lease in conjunction with the Property Manager.
• Liaise with the leasing hub and tenants to conclude lease processes.
• Process tenant installation allowance requirements.

Arrear Administration

• Follow up on outstanding payments and update arrears reports.
• Utilize credit control service provider facilities (TPN).
• Prepare handovers to legal credit controllers when necessary.

Property Administration

• Maintain property, unit, tenant, and lease data on PIMS.
• Update expiry reports, lease registers, and tenant retention reports.
• Notify utility management and finance teams of tenant changes and accruals.
• Manage parking schedules, access discs, and municipal invoice processing.
• Perform account reconciliations.

Skills and Competencies

• Strong communication and interpersonal skills.
• Innovative, dynamic, and enthusiastic approach.
• Professional attitude with personal initiative.
• Excellent time management and organizational skills.
• Ability to interact professionally with tenants.
• Willingness to work outside office hours for events or activations.

Human Capital Attributes

• Transparent honesty and reliability.
• Positive attitude and motivation.
• Assertive and effective communicator.
• Empathetic and sensitive to client and staff needs.
• Strong moral values and career aspirations.

Qualifications and Experience

Minimum Requirements

• Grade 12 (Matric).
• Relevant diploma.
• Strong proficiency in MS Office and property management software (PIMS or MDA).
• 3–5 years’ experience in a Property Administrator or financial accounting role.
• Customer service and/or sales experience.
• Background in property leasing is advantageous.