Property Administrator

Profile Personnel; Stellenbosch; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Profile Personnel seeks a highly organized Property Administrator to support a diverse property portfolio across commercial, retail, industrial, office and student housing. You will maintain tenant relationships, manage lease administration and ensure accurate property-related records.

The role requires attention to detail, strong MS Office skills, and experience with property management systems. You will coordinate renewals, handle financials and stay compliant with FICA/POPIA.

Qualifications

• Grade 12 with accounting preferred.
• 2+ years in a property administration role.
• Lease administration and tenant management experience.
• Strong administrative and organisational skills with excellent attention to detail.
• Proficient in MS Office, especially Excel.
• Experience with property management systems such as MDA or SAP advantageous.
• Strong typing and document management skills.
• Excellent verbal and written communication skills.
• Confident and professional telephone manner.
• Knowledge of FICA and POPIA compliance.

Responsibilities

• Maintain accurate records of rental payments and follow up on overdue accounts.
• Investigate and resolve tenant credit balances and coordinate corrections or refunds.
• Manage the administration of new leases, including contracts and related documentation.
• Coordinate lease renewals, including tenant communication and documentation.
• Manage tenant move-ins/outs, inspections and handovers.
• Maintain lease documentation including agreements, guarantees and FICA records.
• Update tenant information on property management systems.
• Handle tenant queries relating to accounts, invoices, leases and admin.
• Maintain strong tenant relationships to support renewals and minimise vacancies.
• Capture and monitor monthly tenant turnover figures.
• Process and validate broker invoices and commission claims.
• Manage bank guarantees and ensure timely payments.
• Assist with tenant vacating procedures and space management.
• Liaise with internal teams and service providers on tenant matters.
• Assist with municipal billing and related property administration.
• Maintain electronic document storage and reporting for mgmt meetings.
• Ensure compliance with FICA and POPIA and related requirements.

Skills

Tenant management

Lease administration

Administrative skills

MS Office Excel

Communication skills

Attention to detail

Document management

Time management

Customer service

Education

Grade 12 with accounting

Tools

MDA

SAP

Job description

We are seeking a highly organised and detail-oriented Property Administrator to provide administrative and operational support across a diverse property portfolio, including commercial, retail, industrial, office and student accommodation properties.

The successful candidate will play an important role in maintaining strong tenant relationships, supporting lease administration, managing tenant accounts and ensuring that property-related administration is accurate, up to date and efficiently managed.

Key Responsibilities

• Maintain accurate records of rental payments and follow up on overdue accounts.

• Investigate and resolve tenant credit balances and coordinate corrections or refunds.

• Manage the administration of new leases, including contracts, lease packs, broker commissions and related documentation.

• Coordinate lease renewals, including tenant communication, credit vetting, KYC and FICA documentation.

• Manage tenant move-ins and move-outs, inspections and key handovers.

• Maintain accurate and complete lease documentation, including agreements, sureties, bank guarantees and FICA records.

• Maintain and update property and tenant information on relevant property management systems.

• Handle tenant queries relating to accounts, invoices, leases and general property administration.

• Maintain tenant communication and build strong professional relationships to support lease renewals and minimise vacancies.

• Capture and monitor monthly tenant turnover figures.

• Process and validate broker invoices and commission claims.

• Manage bank guarantees and ensure relevant payments are processed timeously.

• Assist with tenant vacating procedures, pre-reinstatement inspections and space management.

• Liaise with internal departments, service providers and other stakeholders regarding tenant and property-related matters.

• Assist with municipal billing and related property administration.

• Maintain accurate electronic document storage and tracking.

• Prepare and maintain reports and supporting documentation for management meetings.

• Ensure all administrative processes comply with relevant requirements, including FICA and POPIA.

Requirements

• Grade 12, preferably with Accountancy as a subject.

• Minimum 2 years' experience in a similar property administration role, preferably within commercial property.

• Previous experience with lease administration and tenant management.

• Strong administrative and organisational skills with excellent attention to detail.

• Proficient in MS Office, particularly Excel.

• Experience with property management systems such as MDA or SAP will be advantageous.

• Strong typing and document management skills.

• Excellent verbal and written communication skills.

• Confident and professional telephone manner.

• Good understanding of financial administration, including rental accounts, commissions, turnover reports and expenses.

• Knowledge of FICA, POPIA and relevant property-related compliance requirements.

• Ability to work accurately with lease agreements, cession agreements, commission claims and other property documentation.

• Strong relationship-building and tenant liaison skills.

Please note that only shortlisted candidates will be contacted. Should you not receive a response within 14 days, kindly consider your application unsuccessful.