Property Administrator

• 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
  

• 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 escalate 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.
  

• 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.
  

• 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.
  

• 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.
  

• 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.
  

• 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 escalate missing information, discrepancies and financial or compliance risks.
  
• Treat tenant, landlord and company information as confidential.
  

Requirements