Property Administrator (Commercial Property), Johannesburg

Property Administrator (Commercial Property) Johannesburg, South Africa | Posted on 13/05/2026

It is a requirement of this position that the Property Administrator takes full responsibility for all administrative matters relating to the Commercial Property Portfolio. This includes liaising with tenants, brokers, contractors and landlords, the preparation of‘Offers to Lease’ and ‘Lease Agreements’, capturing the lease details on MRI, preparation of owner payments and updating notes on MRI in respect of vacancies, lease renewals and progress with the finalization of lease agreements.

Queries and Reconciliations

Respond to general queries from the property owner, his staff, tenants and brokers within 1 day of receiving telephone call, fax or e‑mail.

Respond to all queries in respect of rental, electricity, water, sewerage, rates, interest, legal fees and maintenance within 1 day of receiving telephone call, fax or e‑mail.

Attend to all reconciliations in respect of rental, electricity, water, sewerage, rates, water, legal fees within 1 day of receiving telephone call, fax or e‑mail. (No reconciliations are to be done by the Debtors Administrator as it is the responsibility of the Property Administrator to ensure that the details on the rental statement are correct.)

Process all adjustments including ensuring that any credit or refunds due to the owners and/or tenants are processed timely.

File all correspondence in respect of the above.

Vacate the tenant on MRI at the end of the lease period if the tenant does not renew his lease.

Liaise with the property brokers regarding the vacant space that is reflected on the vacancy schedule.

File all correspondence in respect of the above.

Update vacancy notes on MRI when a tenant is vacated.

Leasing

Prepare all‘Offers to Lease’, including forwarding to tenant and ensuring that all signed documentation is returned timely.

Check tenants’ credit rating with ITC and obtain Property Manager’s approval of tenant’s credit worthiness.

Prepare all‘Lease Agreements’, addendums, cessions, etc.

Capture all lease details reflected on the schedule pages of the Lease Agreement on MRI, print the‘Lease Profile’ report and check the ‘Lease Profile’ against the original Lease Agreement.

Forward lease documentation to tenant and ensure that all signed documentation is returned timely.

Forward signed lease documentation to Landlord for approval and signature and ensure that all signed documentation is returned timely.

Update leasing notes on MRI when an‘Offer to Lease’ is sent to a tenant or broker.

Update notes on MRI regarding progress being made in finalising the lease documentation.

Ensure that all FICA documentation– i.e. Identity Documents, CC Founding Statements, Company Registration and VAT Registration documents are returned with the signed lease agreement.

Maintenance

Attend to all maintenance issues for the property portfolio.

Send Work Orders to the contractors with clear instructions as to what maintenance work is to be quoted on or carried out.

Instruct the contractors to proceed with the work once the necessary approval has been obtained from the Property Owner (where required).

Follow up to confirm that the work has been completed to the required standard.

General Administration

Assist the Property Manager in respect of all administration requirements including the typing of circulars to tenants, etc.

Arrange meetings between the Property Manager and the tenant where required.

Contact all owners who do not have their rental statement e‑mailed to them to obtain the e‑mail address and capture the e‑mail address on MRI.

E‑mail and/or fax debit authorisation forms to all owners who do not pay by debit order for completion and capture the signed debit order details on MRI. A copy of the signed debit order authorisation is to be given to the Debtors Administrator for processing on FNB.

File all correspondence in respect of the above.

Assist the Debtors Administrator where required.

Monthly Responsibilities Take‑on and Handover

Capture new building details on MRI, including loading new suites, rent, electricity, water, sewerage, interest and the debtors brought forward balances.

Hand over buildings to the new Managing Agents in terms of the handover procedure for the Commercial Property Portfolio.

Ensure that all receipts for buildings that have been handed over to the new Managing Agent are paid over to the new Managing Agent timely.

Review‘Daily Bank Balances’ report on an ongoing basis after hand‑over and ensure that any balances for ‘inactive’ buildings are paid over to the new Managing Agent.

Budgets

Reforecast the Foresight Budgets on the last working day of each month.

Print the Projected Budgets before 09:00 on the 6th of each month and forward the Projected Budget reports to the Property Manager for noting of any adjustments to be made to the Foresight budget.

Capture any adjustments to the working budgets on Foresight, recalculate the budget and upload the revised working budget to the General Ledger. This is to be completed between the 6th and 12th of the month.

Management Reports

Run the Trial Balance, Rent Roll and Owner Statements for each client before 13:00 on the 7th of each month, including emailing the reports to the Owner and/or his representative.

Run the full set of‘Management Reports’ before 13:00 on the 17th of each month, including emailing the management report to the Owner and/or his representative.

Owner Statements and Owner Payments

Close and run Owner Statements for the previous calendar month before 09:00 on the 6th of the following month.

Run all owner statements for the current month before 09:00 on the 7th of each month and indicate the Rand amount to be paid to the Owner by the Creditors Administrator.

Owner statement for‘closed’ financial period to be sent to Owner together with file containing original paid invoices for the relevant financial period.

General

Run the Automated Credit Apply before 09:00 on the 4th of each month for the Property Administrator’s respective portfolios.

Ensure that all recoveries are loaded in respect of items deemed recoverable in terms of the Lease Agreement.

Print the rental statements which are not e‑mailed on the 17th and arrange for these statements to be folded, inserted into envelopes and posted. This must be kept to an absolute minimum.

Update market rentals on MRI by the 25th of each month.

Manage relevant portfolio parking schedules (where applicable).

Annual Responsibilities

Archive most tenant files and building files into the Metrofile system. This is done once annually in June and consists of files older than the current and immediately prior financial year.

Audit Lease Agreements for Turnover Clauses to make notes on MRI and to follow up and act when necessary.

Ensure that all municipal increases are loaded timely before the 15th of August each year.

Requirements

Grade 12

3–5 years experience in a Property Administration role in the commercial property environment

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