Property Administrator (Commercial Property)

It is a requirement of this position that the Property
Administrator takes full responsibility for all administrative matters relating
to the Commercial Property Portfolio.  This includes liaising with tenants, brokers, contractors and landlords,
the preparation of ‘Offers to Lease’ and ‘Lease Agreements’, capturing of the lease
details on MRI, preparation of owner payments and the updating of notes on MRI
in respect of vacancies, lease renewals and progress with the finalization of lease
agreements.

• Responding to
  general queries from the property owner, his staff, tenants and brokers within 1
  day of receiving telephone call, fax or e -mail.
  
• Responding to all queries in respect of rental, electricity, water, sewerage, rates,
  interest, legal fees and maintenance within 1 day of receiving telephone
  call, fax or e -mail.
  
• Attending to all reconciliations in respect of rental, electricity, water, sewerage, rates,
  water, legal fees within 1 day of receiving telephone call, fax or
  e -mail.  (No reconciliations are
  to be done by the Debtors Administrator as it is the responsibility of
  the Property Administrator to ensure that the details on the rental statement
  are correct.)
  
• Processing of all adjustments including, ensuring that any credit or refunds due to
  the owners and/or tenants are processed timeously.
  
• Filing of all
  correspondence in respect of the above.
  

• Vacating the
  tenant on MRI at the end of the lease period if the tenant does not renew his
  lease.
  
• Liaising with
  the property brokers regarding the vacant space that is reflected on the
  vacancy schedule.
  
• Filing of all
  correspondence in respect of the above.
  
• Updating of
  vacancy notes on MRI when a tenant is vacated.
  

• Preparation
  of all ‘Offers to Lease’, including forwarding to tenant and ensuring that all
  signed documentation is returned timeously.
  
• Checking of
  tenants’ credit rating with ITC and obtaining Property Manager’s approval of tenant’s
  credit worthiness.
  
• Preparation
  of all ‘Lease Agreements’, Addendums, Cessions, etc.
  
• Capturing of
  all lease details reflected on the schedule pages of the Lease Agreement on
  MRI, printing the ‘Lease Profile’ report and checking of the ‘Lease Profile’
  against the original Lease Agreement.
  
• Forwarding of
  lease documentation to tenant and ensuring that all signed documentation is
  returned timeously.
  
• Forwarding of
  signed lease documentation to Landlord for approval and signature and ensuring
  that all signed documentation is returned timeously.
  
• Updating of
  leasing notes on MRI when an ‘Offer to Lease’ is sent to a tenant or broker.
  
• Updating of
  notes on MRI regarding progress being made in finalising the lease
  documentation.
  
• Ensuring that
  all FICA documentation – i.e. Identity Documents, CC Founding Statements, Company
  Registration and VAT Registration documents are returned with the signed lease
  agreement.
  

• Attending to
  all maintenance issues for the property portfolio.
  
• Sending Work
  Orders to the Contractors with clear instructions as to what maintenance work
  is to be quoted on or carried out.
  
• Instructing
  the contractors to proceed with the work once the necessary approval has been
  obtained from the Property Owner (where required).
  
• Following up
  to confirm that the work has been completed to the required standard.
  

• Assisting the
  Property Manager in respect of all administration requirements including
  the typing of circulars to tenants, etc.
  
• Arranging
  meetings between the Property Manager and the tenant where required.
  
• Contacting all owners who do not have their rental statement e -mailed to them to obtain their
  e -mail address and capturing the e -mail address on MRI.
  
• E -mailing and
  or faxing debit authorisation forms to all owners who do not pay by
  debit order for completion and capturing of the signed debit order details on
  MRI.  A copy of the signed debit order
  authorisation is to be given to the Debtors Administrator for processing on
  FNB.
  
• Filing of all
  correspondence in respect of the above.
  
• Assisting the
  Debtors Administrator where required.
  

• Capturing new building details on MRI, including
  loading new suites, rent, electricity, water, sewerage, interest and the
  debtors brought forward balances.
  
• Handing over
  buildings to the new Managing Agents in terms of the handover procedure for the
  Commercial Property Portfolio.
  
• Ensuring that
  all receipts for buildings that have been handed over to the new Managing Agent
  are paid over to the new Managing Agent timeously.
  
• Review ‘Daily
  Bank Balances’ report on an ongoing basis after hand -over and ensure that any
  balances for ‘inactive’ buildings are paid over to the new Managing Agent.
  

• Reforecasting
  the Foresight Budgets on the last working day of each month.
  
• Printing of
  the Projected Budgets before 09h00 on the 6^th of each month
  and forwarding the Projected Budget reports to the Property Manager for noting
  of any adjustments to be made to the Foresight budget.
  
• Capturing of any
  adjustments to the working budgets on Foresight, recalculating the budget and
  uploading the revised working budget to the General Ledger.  This is to be completed between the 6^th and 12^th of the month.
  

• Running the
  Trial Balance, Rent Roll and Owner Statements for each client before 13h00 on
  the 7^th of each month, including e -mailing the reports to the
  Owner and/or his representative.
  
• Running the
  full set of ‘Management Reports’ before 13h00 on the 17^th of
  each month, including e -mailing the management report to the Owner and/or his
  representative.
  

• Close and run
  Owner Statements for the previous calendar month before 09h00 on the 6^th of the following month.
  
• Run all owner statements for the current month before 09h00 on the 7^th of each month and indicate the Rand amount to
  be paid to the Owner by the Creditors Administrator.
  
• Owner
  statement for ‘closed’ financial period to be sent to Owner together with file
  containing original paid invoices for the relevant financial period.
  

• Running the
  ‘Automated Credit Apply’ before 09h00 on the 4^th of each month for the Property Administrators respective portfolios.
  
• Ensuring that
  all recoveries are loaded in respect of items deemed recoverable in terms of
  the Lease Agreement.
  
• Printing of
  the rental statements which are not e -mailed on the 17^th and
  arranging for these statements to be folded, inserted into envelopes and
  posted.  This must be kept to an absolute
  minimum.
  
• Updating
  market rentals on MRI by the 25^th of each month.
  
• Contacting
  tenants for turnover figures.
  
• Manage
  relevant portfolio parking schedules (where applicable).
  

• Archiving of
  tenant files and building files into the Metrofile system.  This is done once annually in June and
  consists of files older than the current and immediately prior financial year.
  
• Audit Lease
  Agreements for Turnover Clauses to make notes on MRI and to follow -up and
  action when necessary.
  
• Ensuring that
  all municipal increases are loaded timeously before the 15^th of
  August each year.
  

Requirements

• Grade 12
  
• SAPOA ‘Basic Property
  Programme’
  
• 3 -5 years experience in a Property Administration role in the commercial property environment