About the position
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.
Queries and Reconciliations
- 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.
Vacancies
- 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.
Leasing
- 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.
Maintenance
- 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.
General Administration
- 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.
Monthly Responsibilities
Take-on and Handover:
- 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.
Budgets:
- Reforecasting the Foresight Budgets on the last working day of each month.
- Printing of the Projected Budgets before 09h00 on the 6th 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 6th and 12th of the month.
Management Reports:
- Running the Trial Balance, Rent Roll and Owner Statements for each client before 13h00 on the 7th 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 17th of each month, including e-mailing the management report to the Owner and/or his representative.
Owner Statements and Owner Payments:
- Close and run Owner Statements for the previous calendar month before 09h00 on the 6th of the following month.
- Run all owner statements for the current month before 09h00 on the 7th 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.
General:
- Running the ‘Automated Credit Apply’ before 09h00 on the 4th 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 17th 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 25th of each month.
- Contacting tenants for turnover figures.
- Manage relevant portfolio parking schedules (where applicable).
Annual Responsibilities:
- 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 15th of August each year
Requirements - Grade 12
- SAPOA ‘Basic Property Programme
- Property administration qualifications and experience.
- Excellent written, verbal, interpersonal and organizational skills.
- Numeracy and financial skills and appreciation.
- Computer literacy and a thorough knowledge of the MRI property management system.
- Ability to adapt to a variety of environments and work demands.
- Ability to maintain a high level of sensitivity to client and tenants needs.
- Willingness to work additional hours as the demands of the job might indicate.
- Customer focused attitude.
Desired Skills:
- property administration
- leasing admin
- MDA
- MRI
- property management
Desired Qualification Level:
About The Employer:
We focus on perfection, on finding the absolute top executive for your recruitment needs. Where other agencies may hire for every role within an organization or across a number of verticals, we have selected to remain within specific industries.
Our niche approach ensures that we know and understand your requirements and have the right relationships and expertise to find the perfect executive or perfect placement for every candidate.
