A property management company has an opportunity for a Property Administrator position.
The Property Administrator/Facilitator will be responsible for the efficient coordination of property management activities, ensuring properties are maintained to high standards, tenants receive excellent service, and administrative records are accurate. This role also plays a critical function in procurement and sourcing of services, contractors, and building materials to support maintenance and refurbishment projects.
Key Responsibilities:
1. Administration & Documentation
- Maintain accurate and up-to-date tenant and property records (leases, contracts, correspondence, etc.).
- Prepare lease agreements, renewal notices, and termination documentation.
- Monitor lease compliance and ensure timely renewals or terminations.
- Prepare monthly management reports on occupancy, maintenance, and tenant issues.
2. Tenant Liaison & Customer Service
- Act as the first point of contact for tenant queries, complaints, and maintenance requests.
- Facilitate tenant move-ins and move-outs, including inspections and handover of keys.
- Conduct regular tenant satisfaction check-ins to ensure service quality.
- Resolve tenant disputes promptly and in line with company policy.
3. Property Maintenance & Facilitation
- Schedule, coordinate, and follow up on maintenance and repairs with approved contractors.
- Conduct routine property inspections to identify issues early and maintain compliance with safety and legal standards.
- Monitor service provider performance (security, cleaning, landscaping, etc.) and ensure contract compliance.
- Manage emergency repairs and facilitate access for contractors.
4. Procurement & Sourcing
- Source and evaluate suppliers and contractors for building repairs, renovations, and ongoing maintenance services.
- Negotiate competitive rates, terms, and contracts to ensure cost efficiency without compromising quality.
- Maintain an updated database of reliable suppliers and service providers.
- Experience in procurement of building materials (paints, plumbing, electrical, hardware, etc.) will be highly advantageous.
- Track and control procurement budgets in alignment with project and operational requirements.
5. Compliance & Risk Management
- Ensure properties comply with municipal regulations, health and safety requirements, and building codes.
- Keep abreast of changes in property laws, lease regulations, and industry best practices.
- Assist in preparing documentation for insurance claims and incident reports.
6. Operational Support
- Assist in preparing budgets for property operating expenses and capital projects.
- Support management in identifying cost-saving and value-enhancing opportunities for properties.
Qualifications & Experience:
- Education: Matric (Grade 12) required; tertiary qualification in Property Management, Real Estate, Business Administration, or Procurement preferred.
- Minimum 2–3 years in property administration, real estate, facilities management, or procurement.
- Experience in sourcing and purchasing building materials is advantageous.
Skills:
- Strong administrative, organizational, and procurement skills.
- Excellent communication and negotiation abilities.
- Knowledge of property management software (e.g., MDA, PayProp) advantageous.
- Ability to manage multiple priorities effectively.
Competencies & Attributes:
- Professional, service-oriented approach.
- Strong attention to detail and cost awareness.
- Integrity and reliability in managing contractual matters.
- Proactive problem-solving mindset.
- Ability to work independently and collaboratively.
Working Conditions:
- Office-based with regular site visits to managed properties.
- Occasional after-hours work for emergencies.
- Frequent interaction with tenants, owners, contractors, suppliers, and municipal authorities.
Kindly read job specification thoroughly and only reply should you meet criteria. Your application would not be considered otherwise.
CV's must be emailed to [email protected]. Should you not receive feedback from us within 10 working days of application kindly consider your application as unsuccessful.
Emails only, and no telephone calls please.
Kindly respond with reference in Email Subject line: PA002 / Property Administrator / Facilitator
Job Type: Full-time
Work Location: In person
