Rental Administrator - Somerset West

Main Purpose of the Job

An exciting opportunity exists for a full-time Administrative Assistant in the Rentals Division at the Somerset West office. The successful candidate will promote a welcoming and professional corporate image by dealing efficiently with clients, sales and rental agents, visitors, and other stakeholders, whether telephonically, via email, or through personal interaction in the office or during appointments. The role is also responsible for managing the Somerset West rental administration function, including both fully managed leases and tenant procurement portfolios, while providing comprehensive administrative support to the rental team in their day-to-day property management responsibilities and duties.

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 Somerset West 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;
• 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;
• Must have own mobile phone which may be used for business purposes.

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;
• Excellent organisational and administrative skills with strong prioritisation skills.