Senior Property Coordinator, Cape Town

Job Title: Senior Property Coordinator

(Also referenced as Senior Property Administrator – Marine & Industrial Portfolio)

Job Purpose

The Senior Property Coordinator is responsible for the full property management and financial administration of a defined portfolio, while supporting the Property Manager with leasing, reporting, and strategic portfolio optimisation.

The role ensures strong tenant relationships, compliance with lease agreements, effective financial oversight, and the implementation of rental growth strategies. The incumbent is required to provide professional, customer-centric service and manage all administrative and ad hoc functions related to the portfolio.

Key Responsibilities 1. Portfolio Management

• Manage and maintain tenant databases and filing systems.

• Resolve tenant queries and complaints efficiently.

• Liaise with operations regarding maintenance, security, utilities, and related issues.

• Coordinate tenant refurbishments and installations.

• Ensure adherence to lease terms and conditions by both landlord and tenant.

• Conduct regular site inspections.

• Identify, mitigate, and escalate risks or discrepancies.

2. Leasing

• Manage lease renewals and initiate renewal processes.

• Ensure legal compliance in all leasing activities.

• Source prospective tenants and negotiate lease agreements within mandate.

• Liaise with legal and credit control departments.

• Maintain lease schedules and documentation.

• Coordinate preparation of vacant premises for leasing.

• Oversee tenant installations to ensure readiness for occupation.

3. Financial Administration

• Provide input into budgeting related to vacancies, renewals, and tenant movements.

• Attend monthly credit control meetings regarding arrears and guarantees.

• Monitor tenant accounts and assist with arrears management.

• Review rental variance reports and rectify discrepancies.

• Support rental optimisation strategies.

• Collect and assess tenant turnover figures.

• Report on income, costs, utilities, and overall financial performance of the portfolio.

4. Stakeholder Management

• Work collaboratively across business units and departments.

• Build and maintain strong tenant and contractor relationships.

• Liaise with internal teams, suppliers, and external governing bodies.

• Identify and escalate risks to the Property Manager.

5. Reporting & Research

• Compile and submit monthly portfolio reports (vacancies, risks, financial performance, inquiries).

• Review and improve systems and administrative processes.

• Monitor market trends and provide input into strategic change proposals.

• Identify opportunities for operational and leasing improvements.

Qualifications

• Degree in Property Studies or related qualification.

• Fidelity Fund Certificate (advantageous/required depending on portfolio).

Experience

• Minimum 5+ years’ relevant property management and leasing experience.

• Strong exposure to portfolio financial management.

• Experience in tenant negotiations and lease administration.

Knowledge Requirements

• Portfolio and property management

• Leasing and negotiation practices

• Contracts and lease agreements

• Financial management principles

• Rates and taxes

• Relevant legislation (e.g., POPIA and related compliance frameworks)

• Reporting practices

• Market research and trend analysis

• Customer service principles

Skills & Competencies

• Strong planning and organisational ability

• Advanced multi-tasking and time management skills

• High attention to detail

• Strong numerical and financial reasoning

• Verbal and written communication skills

• Logical problem-solving ability

• Negotiation skills

• Relationship-building capability

• Customer service orientation

• Emotional intelligence

• Computer literacy

Behavioural Competencies Essential:

• Strong task management and organisation

• Attention to detail and accuracy

• Initiative and proactive action

• Deadline-driven and reliable

• Adherence to procedures and standards

• Analytical thinking

• High productivity and output focus

Important:

• Strong interpersonal and networking skills

• Empathy and understanding of stakeholders

• Team collaboration

• Ethical conduct and confidentiality

• Decisiveness and accountability

• Adaptability and resilience

• Persuasion and negotiation ability

• Documentation and reporting capability

• Continuous learning mindset

Work Context

• Office-based portfolio management role

• No travel required (local or international)

• No direct reports

• Indirect budget responsibility