Property Management Office Administrator

The employer owns and manages its own portfolio of commercial and residential buildings. This is not an estate agency or managing agent role, but an in-house administrative position supporting the day-to-day management of properties the company owns. The successful candidate will provide administrative support across municipal accounts, creditors, insurance and maintenance for the company's commercial and residential buildings.

Key Responsibilities

• Manage municipal accounts across a portfolio of sectionalised properties (each building may have multiple individual municipal accounts to track and reconcile).
• Analyse municipal accounts for accuracy before payment, checking water and electricity consumption falls within normal parameters and flagging irregularities (e.g. abnormal spikes in usage).
• Process recoveries of municipal costs from tenants.
• Maintain and update detailed spreadsheets for account analysis and recoveries.
• Process creditor accounts (e.g. plumbing, painting and other maintenance suppliers) and reconcile invoices against supplier statements.
• Load payments for approval on the company's banking platform.
• Assist with insurance‑related administration, including claims.
• Liaise with maintenance staff to coordinate repairs and general building upkeep.
• Communicate with tenants on account queries and, where required, explain lease terms and obligations.
• Use the company's property management system (MRI) to manage day-to-day administration.
• Work one Saturday morning per month (09:00 – 12:30). The specific Saturday is not fixed and varies month to month, scheduled as needed.

Requirements

• A minimum of 3 – 5 years' experience working specifically within a property management environment . This is essential; experience from other industries will not be considered.
• Strong working knowledge of Excel/spreadsheets; able to analyse and interpret data accurately and meticulously.
• Experience with MRI property management software is a strong advantage; experience with any other property management system is acceptable, as the underlying concepts transfer.
• Basic understanding of debits and credits for creditor reconciliation work.
• Working knowledge of residential/commercial leases sufficient to explain terms to tenants when required.
• Based within a reasonable commuting distance of the Cape Town CBD. Southern Suburbs is acceptable; Northern Suburbs (e.g. Bellville, Durbanville) has not worked out well historically due to travel time and the office's fixed opening hours (08:30).
• Available to work one Saturday morning per month (09:00 – 12:30), on a date that varies.

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