Property Administrator

Excellerate JHI; KwaZulu-Natal; On-site; ZAR 156,000 - 246,000; Full time

Job summary

Excellerate JHI in KwaZulu-Natal seeks a multi-functional administrator to support debtors, leasing administration, and reception in a busy centre management environment, including weekly weekend shifts. You will manage credits, collections, lease administration, reporting, and data integrity, coordinating with brokers and the FIC department to ensure compliance and accurate records.

A minimum Grade 12 with accounting and 2 years in commercial property is required, along with strong MS Office

Qualifications

• Minimum Grade 12 with Accountancy as subject.
• At least 2 years of experience in a similar role within a commercial property management environment.
• Familiarity with FICA, POPIA and data protection laws to ensure compliance.
• Understanding of commission calculations, turnover reports and invoice processing.
• Proficient typing abilities and advanced MS Office; experience with property contract systems (SAP or MDA).

Responsibilities

• Clear credits and payments daily after tenant confirmation or remittance.
• Refund deposits and interest after recovery of ad hoc costs; investigate credit balances.
• Investigate and collect amounts >120 days.
• Monthly cash flow reporting and audit-related investigations.
• Telephonic collections; issue final demand letters and manage data integrity.
• Oversee lease administration: new deals, renewals, vendor coordination, and KYC risk ratings.
• Update tenant data on MDA; manage monthly turnover figures and queries; handle lease docs and reports.

Skills

Typing

Office administration

Effective communication

Organizational skills

Telephone etiquette

Education

Grade 12 with Accountancy

Tools

SAP

MDA

Job description

Who we are

We are a leading real estate services company that combines global standards with specialised local knowledge to create customisable high-performance solutions for our clients. We advise property owners and occupiers on every aspect of their property strategies and assist them in the development, buying, selling, leasing, valuing and management of their assets. Our dedication to quality and excellence sets us apart in the industry.

Why choose us

Be part of a forward-thinking culture that values entrepreneurial spirit and celebrates your best work. Collaborate with talented property professionals, leverage unparalleled resources, and enjoy opportunities for both personal and professional growth. At JHI, your contributions are encouraged and celebrated, ensuring a rewarding journey as you advance in your career.

About the role

This role is a combination of debtors' administration, leasing administration functions, receptionist and support functions as required in centre management environment, including working weekend shift on a Saturday. To establish and maintain effective support services for property management functions, primarily in administering and assisting in reports.

What you will bring

Inherent requirements for the position (non-negotiable)

• Minimum Grade 12 with Accountancy as subject.
• At least 2 years of experience in a similar role within a commercial property management environment, demonstrating practical expertise in the field.
• Familiarity with relevant legal and regulatory requirements, including FICA and POPIA and other applicable data protection laws, to ensure compliance in all administrative tasks.
• Understanding of financial principles and practices related to commission calculations, turnover reports, and invoice processing.
• Skilled in preparing and reviewing various types of documentation, including lease agreements, cession documents, and commission claims, and producing accurate reports.

Additional demonstrable requirements:

• Proficient typing abilities for efficient document handling.
• Advanced skills in MS Office, and property contract creation systems, example SAP or MDA.
• Effective communication skills over the phone.
• Strong organizational and administrative capabilities.
• Clear and effective verbal and written communication.

What you will be doing

Clearing Credits:

Clearing to be done on all credits and payments on a daily basis after confirmation from tenant what has been short paid or via remittance.

Credit Balances:

• Refund of deposits and interest after all ad hoc costs are recovered.
• Investigation of all other credit balances and correction or refund thereof.
• Investigation and collection of all amounts >120 days.

Reporting:

• Monthly Cash Flow reporting, ensuring that each tenant has a comment and follow up date with reaction.
• Internal and External Audit Report investigations and feedback.
• Quarterly and Annual Book year end reporting.

Collections:

• Telephonic Collections and Follow up.
• Detailed comments on each case.
• Fax statements and invoices where needed.
• Bank allocation and journals to correct payments. Reconciliations where disputes exist and fax information through to tenants.
• Final demand letters .
• Recommendation to summons.
• Update data (Addresses and contact details) and Data Integrity.
• Follow up of unpaid cheque and debit orders and letters to clients.
• Interpretation and suggestion of down payments and follow up in writing..
• Interest on arrear rental – control.
• Recommendation of summons of tenants more
• than 2 months outstanding
• Follow up of all outstanding matters .
• Communication to Client Manager and tenant admin on disputes after investigating of the original lease agreement and account

Lease Administration:

New Deals: Oversee contract creation, coordinate with brokers and the FIC Department, prepare commission calculations and lease packs, and manage cession and cancellation agreements.

Renewals: Initiate and manage lease renewal processes, liaise with tenants, conduct credit vetting, prepare KYC risk ratings, and handle deposits and additional FICA documents.

• Tenant Administration: Update tenant data on MDA, manage cover letters and tenant files, track and load monthly turnover figures, handle tenant queries, and prepare various lease-related documents and reports.
• Data Integrity: Ensure completeness and accuracy of lease documentation, including contracts, sureties, bank guarantees, and FICA documents. Maintain document tracking, process adjustments, and manage tenant vacating procedures.
• Tenant and Public Liaison: Coordinate with meter reading companies, address tenant account and invoice queries, validate and process broker invoices, and respond to audit queries. Handle bank guarantees and ensure timely payments.
• Internal Liaison: Communicate with internal staff on tenant issues, facilitate key handovers and pre-reinstatement inspections, and assist with space management and municipal bill processing.

In this role, you will be integral to maintaining efficient lease administration, ensuring data accuracy, and fostering strong tenant and internal relationships.

JHI is committed to striving for diversity and equitable representation in our workforce. Preference may thus be given to suitably qualified candidates as identified in our employment equity plan. Persons with disabilities are encouraged to apply.