Property Management Office Administrator

Key Recruitment; Cape Town; On-site; ZAR 210,000 - 320,000; Full time

Job summary

Key Recruitment in Cape Town seeks a meticulous administrative professional to support day-to-day management of the company's commercial and residential buildings. You will handle municipal and creditors, insurance, and maintenance administration, ensuring accurate record-keeping and timely payments.

This role requires 3–5 years in property management, strong Excel skills, MRI software experience, and the ability to explain lease terms to tenants.

Qualifications

• 3–5 years of experience in property management (essential)
• Strong Excel/spreadsheets skills for data analysis
• Experience with MRI/property management systems preferred
• Basic understanding of debits/credits for creditor reconciliations
• Knowledge of residential/commercial leases to explain terms to tenants

Responsibilities

• Manage municipal accounts across a portfolio of sectionalised properties and track multiple accounts
• Analyse municipal accounts for accuracy before payment; monitor water/electricity usage
• Process recoveries of municipal costs from tenants
• Maintain and update detailed spreadsheets for account analysis and recoveries
• Process creditor accounts and reconcile invoices against supplier statements
• Load payments for approval on the company’s banking platform
• Assist with insurance administration, including claims
• Coordinate repairs with maintenance staff and liaise with tenants on account queries
• Explain lease terms to tenants when required
• Use MRI to manage day-to-day administration
• Work one Saturday morning per month (09:00–12:30)

Skills

Excel

Data analysis

Tenant communication

Lease terms understanding

Tools

MRI property management software

Job description

The employer owns and manages its own portfolio of commercial and residential buildings. This is not an estate agency or managing agent role, but an in-house administrative position supporting the day-to-day management of properties the company owns. The successful candidate will provide administrative support across municipal accounts, creditors, insurance and maintenance for the company's commercial and residential buildings.

Key Responsibilities

• Manage municipal accounts across a portfolio of sectionalised properties (each building may have multiple individual municipal accounts to track and reconcile).
• Analyse municipal accounts for accuracy before payment, checking water and electricity consumption falls within normal parameters and flagging irregularities (e.g. abnormal spikes in usage).
• Process recoveries of municipal costs from tenants.
• Maintain and update detailed spreadsheets for account analysis and recoveries.
• Process creditor accounts (e.g. plumbing, painting and other maintenance suppliers) and reconcile invoices against supplier statements.
• Load payments for approval on the company's banking platform.
• Assist with insurance‑related administration, including claims.
• Liaise with maintenance staff to coordinate repairs and general building upkeep.
• Communicate with tenants on account queries and, where required, explain lease terms and obligations.
• Use the company's property management system (MRI) to manage day-to-day administration.
• Work one Saturday morning per month (09:00 – 12:30). The specific Saturday is not fixed and varies month to month, scheduled as needed.

Requirements

• A minimum of 3 – 5 years' experience working specifically within a property management environment . This is essential; experience from other industries will not be considered.
• Strong working knowledge of Excel/spreadsheets; able to analyse and interpret data accurately and meticulously.
• Experience with MRI property management software is a strong advantage; experience with any other property management system is acceptable, as the underlying concepts transfer.
• Basic understanding of debits and credits for creditor reconciliation work.
• Working knowledge of residential/commercial leases sufficient to explain terms to tenants when required.
• Based within a reasonable commuting distance of the Cape Town CBD. Southern Suburbs is acceptable; Northern Suburbs (e.g. Bellville, Durbanville) has not worked out well historically due to travel time and the office's fixed opening hours (08:30).
• Available to work one Saturday morning per month (09:00 – 12:30), on a date that varies.