Rental Administrator- Pretoria

Main Purpose of the Job

Pam Golding Properties is recognised locally and internationally as Southern Africa’s leading independent real estate group and the country’s most awarded real estate company. We are looking for a dynamic customer focused individual who will provide support to rental agents by ensuring that the branch rental administration function runs efficiently for their respective portfolio. Ensuring that all rental documentation, payments and tenant placing of each property is concluded in accordance with the Pam Golding Properties service levels for the managed properties portfolios under Pretoria Rentals.

Key Responsibilities

Administration

• Typing/drafting of lease agreements, addendums, related documents and general correspondence, as required.
• Performing credit checks, bank checks and Lightstone checks on Landlord’s per PGP protocols.
• Following up and send statements to Landlords for outstanding commission.
• Ensuring all documentation is uploaded on WCU.

• Attend to general enquiries, correspondence, accounts, coding of City Council accounts, Body Corp and HOA accounts, where necessary, and forwarding same to the relevant Tenant/s for payment and monitoring same; where necessary forward the rates/levy account to PGP’s rental administration division with required action stated thereon.
• Reconciliation of accounts with queries.
• Allocating rentals and payments on daily bank statements provided.
• Uploading all documents to the server.
• Sending and receiving of e-mails, dealing with client matters.
• Dealing with client complaints and first line queries and where necessary referring these to the rental agent/s and / or management
• Monitoring and controlling the monthly outstanding rental list by way of following up all outstanding amounts including outstanding water and electricity, where applicable.
• Ensuring that the administration in respect of lease fees, etc is done. Ensuring that lease input forms for both managed and procurement lease agreements are completed and timeously submitted to the Accounts Department with accurate calculations in respect of commission due in the event of procurement lets and ensuring that statements of account are sent to landlords. This includes compilation of Addendums and sending Extension Input forms to the Accounts Department timeously – Control the return of signed documentation by Tenants and Landlords.
• To ensure that all leases are FICA compliant which includes all screenings on the clients – sending all relevant paperwork to rental admin timeously in this regard. Update FICA as required.
• Liaise with the branch FICA administrators when required.
• Dealing with Landlords and / or Tenants as and when required either by way of walk-ins or telephonically
• Release of deposits and payments/reconciliation of levies
• Manage insurance claims on behalf of landlords based locally or overseas.
• Deal directly with body corporates regarding levies paid, levies owed and issues to be resolved.
• Liaise and manage contractors assigned to maintenance of properties, i.e. Check the progress of maintenance done/to be done on a daily basis. Ensuring that Landlords & Tenants are up to date with on-going maintenance issues.
• Deal directly with banks on behalf of foreign owners receiving funds (rental) into their local banking accounts.
• Update Landlord/tenant list (Branch agent’s lists) monthly.
• Follow up on expired leases.

Key Competencies

• The ability to build relationships with internal stakeholders with a willingness to actively support agents;
• Attention to detail
• Ability to multi-task, whilst maintaining the quality standards of delivery;
• Deadline driven with excellent time-management skills;
• Excellent written and verbal communication skills, with the ability to represent our brand in all interactions;
• Excellent organisational and administrative skills with strong prioritisation skills;
• Self-motivated and energetic with the ability to use your initiative and work independently;
• The ability to work under pressure whilst maintaining a friendly and professional demeanor;
• A problem-solving attitude;
• Willingness to work after hours and/or over weekends if and when required.

Education & Experience

• A post-matric qualification is a Must
• Previous property or rentals experience of between 3 – 5 years is non-negotiable;
• Previous experience in an administrative role is important;
• Previous experience in a book-keeping function will be an added advantage
• Proficient in MS Powerpoint, Word, Excel, Outlook;
• Must be fluent in English;

Knowledge & Skills Required

• Proficient in MS Powerpoint, Word, Excel, Outlook;
• Must be fluent in English;