Property Administrator (Temp)

Description:

Property Administrator

To perform administrative duties and liaise with tenants to ensure a timely and responsive property administration service.

• Review tenant and lease information captured by the Lease Administrator to ensure it is accurately captured in accordance with supporting documentation.
• Analyse lease documentation to ensure tenants are billed correctly and all utility and operational expenses are recovered as provided for in the lease agreements.
• Process backdated charges for leases that were loaded after the billing run and capture ad hoc journals in accordance with approved Delegation of Authority.
• Validate utility import files received from the meter reading companies to ensure completeness and accuracy.
• Calculate and process pro-rata recoveries of refuse removal and ensure Income versus Expense recovery ratio is 100%.
• Recover legal fee expenses from tenants handed over to Legal.
• Validate the pre-billing statements and submit it timeously to the Property Managers for approval.
• Capture monthly turnover figures before the cut-off date or capture estimates where the actual turnover amounts are not submitted timeously.
• Obtain annual audited turnover certificates, verify turnover calculations and bill turnover charges accordingly.
• Cash in Bank Guarantees for appropriation against arrears or return unclaimed Bank Guarantees to bank in respect of vacated tenants.
• Refund cash deposits / credit balances timeously to vacated tenants after ensuring that all outstanding amounts (e.g., final utilities, reinstatement cost, final turnover charges, cancellation fees and pro-rata commission and TI amounts for early vacates) are charged.
• Resolve credit balances on vacated tenant accounts and close tenant accounts within 3 months from vacate date.
• Reconcile tenant accounts and prepare documentation for Write-Off of arrears upon motivation from Property Management and in accordance with approved Delegation of Authority.
• Electronic filing of all supporting documents on the document management system as per guidelines.
• Process increases and calculate backdated charges for Insurance, Rates and CIDs for annual increases as well as supplementary valuations.
• Attend to tenant queries (including reconciliation of tenant accounts) and facilitate technical queries between tenants, Utility Query Administrators and the relevant meter reading companies.
• Collate documentation and provide feedback on internal and external audits.

The above duties are the main duties required to be successful in this role, however, the employee can be requested to perform other duties and responsibilities from time to time during his/her employment with the company, based on its operational requirements. The job title does not define or restrict the employment relationship and it is required within reason that the employee avail him-/herself to undertake other work at the request of the company.

Job Knowledge:

• MDA / MRI Property Central knowledge (desirable)
• Good understanding of property administration and leasing
• Understanding of financial accounting

Job Related Skills:

• General administrative skills
• Conflict and dispute resolution with tenants
• Creating journal entries
• General computer proficiency (Intermediate level) (MDA - desirable)
• Time management skills
• Written and oral communication skills

Job Experience:

• Minimum of 2-3 years property administrative experience (desirable)

• Grade 12
• Administrative, property, auditing or accounting oriented tertiary qualification (desirable)

• Analytical skills
• Detail awareness
• Interpersonal
• Administration skill
• MS Office Literacy
• Numeracy
• Task Prioritisation

Requirements:

• Review tenant and lease information captured by the Lease Administrator to ensure it is accurately captured in accordance with supporting documentation.
• Analyse lease documentation to ensure tenants are billed correctly and all utility and operational expenses are recovered as provided for in the lease agreements.
• Process backdated charges for leases that were loaded after the billing run and capture ad hoc journals in accordance with approved Delegation of Authority.
• Validate utility import files received from the meter reading companies to ensure completeness and accuracy.
• Calculate and process pro-rata recoveries of refuse removal and ensure Income versus Expense recovery ratio is 100%.
• Recover legal fee expenses from tenants handed over to Legal.
• Validate the pre-billing statements and submit it timeously to the Property Managers for approval.
• Capture monthly turnover figures before the cut-off date or capture estimates where the actual turnover amounts are not submitted timeously.
• Obtain annual audited turnover certificates, verify turnover calculations and bill turnover charges accordingly.
• Cash in Bank Guarantees for appropriation against arrears or return unclaimed Bank Guarantees to bank in respect of vacated tenants.
• Refund cash deposits / credit balances timeously to vacated tenants after ensuring that all outstanding amounts (e.g., final utilities, reinstatement cost, final turnover charges, cancellation fees and pro-rata commission and TI amounts for early vacates) are charged.
• Resolve credit balances on vacated tenant accounts and close tenant accounts within 3 months from vacate date.
• Reconcile tenant accounts and prepare documentation for Write-Off of arrears upon motivation from Property Management and in accordance with approved Delegation of Authority.
• Electronic filing of all supporting documents on the document management system as per guidelines.
• Process increases and calculate backdated charges for Insurance, Rates and CIDs for annual increases as well as supplementary valuations.
• Attend to tenant queries (including reconciliation of tenant accounts) and facilitate technical queries between tenants, Utility Query Administrators and the relevant meter reading companies.
• Collate documentation and provide feedback on internal and external audits.

• MDA / MRI Property Central knowledge (desirable)
• Good understanding of property administration and leasing
• Understanding of financial accounting

• General administrative skills
• Conflict and dispute resolution with tenants
• Creating journal entries
• General computer proficiency (Intermediate level) (MDA - desirable)
• Time management skills
• Written and oral communication skills

• Minimum of 2-3 years property administrative experience (desirable)

• Grade 12
• Administrative, property, auditing or accounting oriented tertiary qualification (desirable)

• Analytical skills
• Detail awareness
• Interpersonal
• Administration skill
• MS Office Literacy
• Numeracy
• Task Prioritisation