Rental Administrator, Waterfront

Main Purpose of the Job

We have an exciting opportunity at the Waterfront/City Bowl office for a full-time Administrative Assistant in the Rentals Division.

The role is to promote a welcoming and professional corporate image, through the efficient dealing with of clients, agents (sales and rentals) visitors and others, whether this be telephonically, via email or by way of personal interaction, in office or on appointments. Additonally, to manage the City Bowl rental administration function. Full managed leases and tenant procurement basis, supporting the team in all their day-to-day property administrative responsibilities and duties.

Candidates must have own mobile phone which may be used for business purposes.

Key Responsibilities

• 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;
• 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;
• Checking and signing off monthly debit order list/charges – rentals and tenant charges;
• Allocating rentals and payments on daily bank statements provided;
• Creating and maintaining of Property files on OwnCloud– all relevant documents and correspondence (Signed Lease Agreement, Rules, Mandate, Inspection reports) on file;
• 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;
• Managing the loading of properties on PGP’s website via Alchemy, as directed. Update rental list and website /Alchemy;
• 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. Uploading new Lease Agreements, Landlord, Tenants details and supporting documents onto WeConnectU. 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 – sending all relevant paperwork to rental admin timeously in this regard. Update FICA as 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;
• Deal directly with banks on behalf of foreign owners receiving funds (rental) into their local banking accounts;
• Control and record keeping of all documents to be archived. – Liaise with Document warehouse as directed;
• FIC reporting for Durbanville Letting;
• Meet clients (landlords and tenants) at properties as required.

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;
• 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

• Previous or current experience in an administrative role in rentals or real estate is compulsory;
• Must be fluent in English.

Knowledge & Skills Required

• Proficient in Word, Excel, Outlook;
• Deadline driven with excellent time-management skills;
• Excellent written and verbal communication skills, with the ability to represent our brand in all interactions.