Property Administrator - Retail Shopping Centre

Excellerate JHI; KwaZulu-Natal; On-site; ZAR 180,000 - 280,000; Full time

Job summary

Excellerate JHI is seeking a Property Administrator to provide essential administrative and financial support in a retail shopping centre setting. You will manage lease details, debtor accounts and contract administration, working with tenants and internal teams to ensure accurate information and timely actions.

The role requires attention to detail, strong organisation, and experience with property management systems, MS Office, and compliance with FICA/POPIA standards.

Qualifications

• Minimum Grade 12, preferably with Accounting or related commercial subject.
• At least 2 years' experience in property administration, lease administration or debtor administration.
• Practical knowledge of commercial leasing processes and lease documentation.
• Sound understanding of debtor management and financial administration.
• FICA knowledge relevant to tenant onboarding, KYC and lease administration.
• POPIA awareness and data protection considerations.
• Experience preparing and maintaining lease-related and financial documentation.

Responsibilities

• Monitor tenant debtor accounts and follow up on outstanding rental and charges.
• Investigate short payments, credit balances and disputed amounts.
• Allocate payments and process journals or corrections where required.
• Reconcile tenant accounts and resolve discrepancies.
• Maintain accurate collection notes and follow-up dates.
• Support lease administration, renewals and documentation.
• Assist with tenant credit vetting and turnover rental administration.
• Ensure deposits, guarantees and lease securities are tracked and documented.
• Coordinate with tenants, brokers and internal teams for data integrity.

Skills

Attention to detail

Organisational skills

Communication

Problem solving

Tenant liaison

Education

Grade 12 with Accounting

Tools

SAP

MDA

Excel

Word

Outlook

Job description

Who we are

We are a leading real estate services company that combines global standards with specialised local knowledge to deliver customised, high-performance solutions for our clients.

We advise property owners and occupiers across all aspects of their property strategies and support them in the development, acquisition, disposal, leasing, valuation and management of their assets.

Our commitment to quality, service excellence and property expertise sets us apart in the industry.

Why choose us

Be part of a forward-thinking culture that values entrepreneurial spirit, collaboration and high performance.

You will work alongside experienced property professionals, contribute to the successful management of a dynamic retail property environment, and have opportunities to develop your knowledge and career within the property sector.

At JHI, initiative, accountability and excellent service are valued and recognised.

About the role

We are looking for an organised, financially astute and detail-oriented Property Administrator to join our team within a retail shopping centre environment.

The role provides essential administrative and financial support to the property management function, with particular responsibility for lease administration, debtor management, tenant accounts, contract administration, data integrity and regulatory compliance.

You will work closely with tenants, property managers, brokers, finance teams, FICA specialists and other stakeholders to ensure that lease and tenant information is accurate, debtor accounts are actively managed, and administrative processes are completed efficiently and within required timelines.

This is a hands-on role suited to someone who enjoys working with detail, financial information and tenant relationships in a fast-paced retail property environment.

Inherent requirements for the position (non-negotiable)

• Minimum Grade 12, preferably with Accounting or a related commercial subject.

• At least 2 years' relevant experience in property administration, lease administration, debtor administration or a similar role within a commercial or retail property management environment.

• Practical knowledge of commercial leasing processes and lease-related documentation.

• Sound understanding of debtor management and financial administration.

• Working knowledge of FICA requirements relevant to tenant onboarding, KYC and lease administration.

• Working knowledge of POPIA and the importance of appropriate handling and protection of tenant and client information.

• Experience preparing, reviewing and maintaining lease-related and financial documentation.

Additional demonstrable requirements

• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.

• Experience using property management or contract administration systems such as SAP, MDA or similar.

• Sound understanding of lease-related financial concepts, including rentals, escalations, deposits, interest, commissions, turnover rentals and recoveries.

• Strong administrative discipline and attention to detail.

• Ability to work accurately with high volumes of financial, contractual and tenant information.

• Strong organisational skills, with the ability to manage multiple deadlines, queries and follow-ups simultaneously.

• Professional written and verbal communication skills.

• Ability to engage confidently with tenants, brokers, suppliers, property managers and internal stakeholders.

• Strong problem-solving and follow-through skills.

• Ability to maintain accurate and complete records.

What you will be doing

Debtor and collections administration

• Monitor tenant debtor accounts and follow up on outstanding rental and other charges.

• Investigate short payments, credit balances and disputed amounts.

• Allocate payments and process journals or account corrections where required.

• Reconcile tenant accounts and assist in resolving account discrepancies.

• Follow up on outstanding debit orders, unpaid transactions and other payment issues.

• Calculate and monitor interest on arrear rental where applicable.

• Prepare and issue formal collection correspondence in accordance with internal processes.

• Escalate overdue accounts and recommend further collection or legal action where appropriate.

• Maintain clear and accurate collection notes, commitments and follow-up dates.

• Keep tenant contact and account information accurate and up to date.

Lease administration

• Support the administration of new lease agreements, renewals, amendments, cessions and cancellations.

• Create and maintain contracts on the relevant property management system.

• Coordinate with brokers, property managers and internal stakeholders to ensure lease documentation is complete.

• Prepare lease packs, commission calculations and supporting documentation.

• Monitor critical lease dates, outstanding documents and conditions.

• Assist with tenant credit vetting and lease renewal administration.

• Maintain accurate records of deposits, guarantees, sureties and other lease securities.

FICA and compliance

• Coordinate with the FICA function to ensure required tenant documentation is obtained and maintained.

• Assist with KYC information and risk-rating requirements relating to new and existing tenants.

• Follow up on outstanding or expired FICA documentation.

• Ensure FICA and supporting lease documentation is appropriately recorded and retained.

• Escalate incomplete, inconsistent or potentially non-compliant documentation.

• Handle tenant and client information in accordance with POPIA and internal data-protection requirements.

Tenant administration

• Maintain accurate tenant information on relevant property management systems.

• Maintain complete and organised electronic and/or physical tenant files.

• Prepare lease-related correspondence, reports and supporting documents.

• Respond to tenant queries relating to accounts, invoices, statements and lease administration.

• Track outstanding documentation and follow up with tenants as required.

• Support tenant vacating processes and associated administration.

Retail turnover administration

• Collect, capture and monitor tenant turnover information where applicable.

• Follow up on outstanding monthly turnover submissions.

• Maintain accurate turnover records.

• Assist with the calculation and administration of turnover rental in accordance with lease provisions.

• Investigate discrepancies in tenant turnover information where required.

Financial and reporting support

• Assist with monthly cash-flow and debtor reporting.

• Ensure tenant accounts have accurate comments, actions and follow-up dates.

• Support internal and external audit queries and provide supporting documentation.

• Assist with quarterly, year-end and other property reporting requirements.

• Review lease and financial information for accuracy and identify discrepancies requiring correction.

• Validate and process broker commission claims and other relevant invoices.

Data integrity and document control

• Maintain the accuracy and completeness of building, tenant and lease data.

• Ensure contracts, guarantees, sureties, deposits, FICA documents and supporting records are correctly captured and filed.

• Regularly review data for completeness and resolve discrepancies.

• Process approved adjustments and changes to tenant and lease information.

• Maintain reliable records for operational, financial and audit purposes.

Tenant and stakeholder liaison

• Build and maintain professional working relationships with tenants and internal stakeholders.

• Liaise with property managers, brokers, finance teams, FICA specialists, suppliers and other service providers.

• Assist with tenant account and invoice queries.

• Coordinate information required for meter readings, utilities and municipal billing where applicable.

• Assist with key handovers, tenant vacating processes and pre-reinstatement inspections.

• Escalate unresolved issues appropriately and ensure matters are followed through to completion.

What success looks like in this role

You will be successful in this role if you:

• Work accurately and consistently with financial and contractual information.

• Take ownership of tenant queries and outstanding actions.

• Maintain strong control over deadlines and documentation.

• Are comfortable engaging with tenants regarding outstanding accounts.

• Understand the importance of FICA, POPIA and accurate record keeping.

• Identify discrepancies early and take action to resolve them.

• Build strong working relationships with tenants and internal teams.

• Remain organised and professional in a busy retail property environment.

Join us

Join JHI and contribute to the effective administration and financial performance of a dynamic retail property environment.

If you are detail-oriented, financially capable, service-focused and enjoy working with both people and information, we would like to hear from you.

JHI is committed to striving for diversity and equitable representation in our workforce. Preference may therefore be given to suitably qualified candidates as identified in our Employment Equity Plan. Persons with disabilities are encouraged to apply.