October 16, 2024

City Estate Solutions

Cape Town

FULL TIME & OTHER

Property Administrator

City Estate Solutions manages a portfolio of long let properties. As a Property Administrator focusing on our long let properties, you will be responsible for overseeing the administrative functions related to tenant onboarding and off-boarding, managing property inspections, coordinating maintenance, and ensuring efficient communication with contractors and tenants.
Key Responsibilities:

Tenant Coordination: Handle the onboarding and off-boarding of tenants for long let properties, ensuring systems are updated and all required documentation is completed.
Property Inspections: Coordinate and document the performance of property inspections. Ensure that any violations or issues are communicated to relevant parties and resolved in a timely manner.
Maintenance Coordination: Manage property repair and maintenance requests, liaise with contractors to ensure timely and efficient work completion, and maintain accurate records of maintenance history.
Database Management: Assist with the development of a comprehensive record and systems database for the property management function, ensuring all documents such as tenancy agreements, insurance records, and operation manuals are properly stored and accessible.
Contractor Liaison: Schedule and coordinate day-to-day and cyclical maintenance jobs with contractors, ensuring all work is carried out according to the property’s needs.
Invoice Monitoring: Track contractors' and suppliers’ invoices and, once approved by management, forward them to the finance department for payment.
Tenant Communication: Respond to tenant inquiries regarding maintenance and repairs, ensuring their concerns are addressed promptly and that contractors are notified when necessary.
Utility Management: Ensure access to properties for utility meter readings, inspections, and other statutory requirements, and maintain records of these.
Emergency Contacts: Maintain a list of emergency call-out contacts for contractors and services, ensuring tenants have access to support when needed.
General Administrative Duties: Assist the Director and support the property management team with any other administrative tasks as required.

Job Conditions:

Wage: R15,000 per month + R2,500 performance-based bonus for achieving minimum KPIs.
11:00 am – 8:00 pm - (Summer: last Sunday in March to last Sunday in October)
12:00 pm – 9:00 pm(Winter: last Sunday in October to last Sunday in March); Monday to Friday
Note: Evening hours after 5:30 pm will be worked remotely.
Location: Onsite role from our office in Century City, Cape Town

Ideal Candidate:

Experience: Previous experience in property management or administration is preferred.
Skills: Strong organizational and communication skills. Ability to work independently and manage multiple tasks simultaneously.
Technology: Proficient in Microsoft Office Suite, especially Excel. Familiarity with property management software is a plus.
Attributes: Self-motivated, detail-oriented, and able to handle tenant inquiries and property issues efficiently.