Property Administrator

Ability Executive Recruitment; Roodepoort; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Ability Executive Recruitment is seeking a Property Administrator in Roodepoort, South Africa. The role focuses on ongoing property and financial administration, ensuring leases, tenant files, and service-level agreements are up to date, and that records on MDA reconcile with plans and schedules.

Responsibilities include coordinating with the Property Manager, loading leases, managing deposits, and generating monthly reports.

Qualifications

• Matric is required.
• 3–5 years experience in Property Administration.
• Commercial and Retail property management experience preferred.

Responsibilities

• Obtain and organize budgets, financial reports and property records from the previous owner or manager.
• Load and verify leases, tenants, premises and related data in MDA; ensure accuracy of opening balances and schedules.
• Prepare monthly leasing, arrears, and owner reporting with input from the Property Manager.

Education

Matric

Tertiary qualification

Job description

Ability Executive Recruitment | Full time

Property Administrator

Roodepoort, South Africa | Posted on 16/10/2026

Ongoing Property and Financial Administration

• Obtain current budgets, year-to-date financial reports, tenant files, billing history, tenant deposits, bank guarantees, building plans, service-level agreements and other relevant property records from the previous owner or manager.
• Check that every tenant has a valid signed lease and that the required security is held. Record and notify Property Manager to notify the Landlord of missing leases, deposits or guarantees.
• Create and maintain electronic tenant and general property files using consistent file names and trading names.
• Load and verify owner, property, tenant, lease, parking and opening-balance information on MDA. Ensure the building map, premises, occupied and vacant areas and parking bays reconcile to available plans and schedules.
• Advise tenants of the change in management and provide the relevant property-management contact details.
• Load new and renewed leases on MDA, link each lease to the correct premises, identify the main lease and produce lease schedules for checking and sign-off.
• Complete monthly pre-billing checks and bill rent, fixed charges, once-off charges, municipal recoveries and other amounts due in accordance with lease terms.
• Monitor recovery percentages and exception reports to ensure recoveries are correctly and consistently applied.
• Advise meter readers in writing of tenancy or billing changes and verify that changes are reflected in subsequent reports.
• Rates increases, turnover certificates, extraordinary lease clauses and other property or lease-related due dates must be brought under the Property Manager’s attention. Follow up and bill amounts due where applicable.
• Ensure that Invoices are SARS Compliant - amount, supplier, invoice details, property, expense category, description and authority are correct when loaded onto MDA.
• Maintain tenant deposit records and reconcile deposits to lease requirements and MDA records.
• Manage owner cash flow requirements with regards to funds available for payments.
• Assist the Property Manager with annual budget preparation and load the approved final budget on MDA.
• Load Prepaid electricity to applicable buildings

Credit Control and Legal Administration

• Perform daily credit control through tenant follow-ups and collection of outstanding rentals and billings.
• Issue letters of demand by the required date to tenants in arrears, using the correct domicilium and notice period, subject to any exceptions approved by the Property Manager.
• Maintain accurate arrears comments and elevate material collection risks to the Property Manager.
• Assist with legal matters, liquidations and recovery actions in consultation with the Property Manager and landlord.
• Initiate deposit refunds after the vacating inspection, final billing and arrears checks have been completed, and instruct creditors in accordance with the approved process.

Management and Owner Reporting

• Prepare monthly leasing, arrears, variance and facilities-support reports, with comments agreed with the Property Manager where required.
• Provide monthly owner accounting reports, including cash flow and rent roll information, within agreed reporting deadlines.
• Maintain accurate vacancy schedules and update MDA and other approved reporting tools as occupancies change.

Leasing Administration

• Assist with offers for new leases and renewals as instructed by the Property Manager.
• Ensure required FICA and supporting documentation is received, where allocated to the Property Administrator and subject to approval requirements.
• Follow up on leases, addenda and cessions in the approved format.
• Collect deposits, coordinate signatures and ensure completed lease documentation follows the prescribed workflow and filing process.
• Coordinate the administrative steps for tenant occupation and vacating, including notifications, billing checks and deposit-refund initiation.

Facilities Administration Support

• Request quotations, issue approved orders and follow up on job status when instructed by the Property Manager and within approved authority levels.
• Keep MDA job and order records up to date and provide administrative follow-up on open items.
• Coordinate property-related communication with contractors and tenants where required to progress maintenance work or confirm satisfactory completion.
• Ensure property, tenant and general electronic records are complete, accurate and up to date.

Property Termination / Hand-Over

• Prepare complete property and tenant files for hand-over and provide approved information to the incoming owner or manager.
• Close tenant accounts by clearing or transferring balances as instructed, stopping recurring charges and completing required accounting closure steps.
• Confirm to the Portfolio Admin Manager when all administrative closure requirements are complete so that the property can be closed on the system.

Key Controls and Standards

• Maintain accurate, complete and auditable records on MDA and in the approved electronic filing structure.
• Work within approved mandates, authority levels, lease terms and landlord instructions.
• Meet monthly, annual and event-driven deadlines and promptly elevate missing information, discrepancies and financial or compliance risks.
• Treat tenant, landlord and company information as confidential.

Requirements

• Matric
• Tertiary qualification preferred
• 3-5 years experience in a Property Administration role
• Commercial and Retail property management experience required