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 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 elevate risks or discrepancies.

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.

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.

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 elevate risks to the Property Manager.

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 organizational 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 organization

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

Additional Important Skills

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

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