Rental Administrator - Stellenbosch at Pam Golding Properties

Main Purpose of the Job

• We are looking for a self-motivated, hardworking, dynamic individual with strong administrative and people skills to join our award-winning Rentals team in our Stellenbosch office.

MAIN PURPOSE OF ROLE

• 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.
• To manage the Stellenbosch rental administration function. Full managed leases and tenant procurement basis, supporting the team (both agents and their PA’s) in all their day-to-day property administrative responsibilities and duties.

Key Responsibilities
Administration

• Typing/drafting of addendums, related documents and general correspondence, as required.
• 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.
• Sending and receiving of e-mails, dealing with client matters and other relevant matters.
• Dealing with client complaints and first line queries and where necessary referring these to the rental agent/s and / or management
• Monitoring and controlling the monthly outstanding rental list by way of following up all outstanding amounts including outstanding admin fees, deposits, short falls on rent and water and electricity, where applicable.
• 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 and accounts in general.
• 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 and process the accounts for contractors.
• 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 Stellenbosch Letting.
• Deal directly with rental admin on all matters.
• Deal directly with the Municipality regarding service payments and issues to be resolved.
• Training of PA’s to the rental agents on all admin structures and procedures

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

• Matric
• Previous property or rentals experience of between 3 – 5 years is non-negotiable;
• Previous experience in an administrative role is important;
• Must be fully bilingual in both English and Afrikaans;
• Must have own mobile phone which may be used for business purposes.

Knowledge & Skills Required

• Proficient in MS PowerPoint, 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.