Fixed Term Rental and Office Administrator - George

To provide administrative support to our Rental Department in the Garden Route branch, including ensuring all compliance documentation is collected and correctly completed.

To assist and support the branch with the smooth running of the office through the effective management of secretarial and administrative duties and assisting with the duties of a letting agent where required as part of a team. This role is a 6 month fixted term contract to begin with.

Applicants must have a valid drivers license and their own reliable vehicle, ad preference will be given to candidates in the George area.

Rental Administration

• Managing the loading of properties on PGPs website via Alchemy and WeConnectU, as directed.
• Monitoring and controlling the monthly outstanding rental list by way of following up all outstanding amounts including outstanding water and electricity, where applicable.
• Ensuring that the administration in respect of lease fees, etc is done. Ensuring that lease input forms for both managed and procurement lease agreements are completed and timeously submitted to the Accounts Department with accurate calculations in respect of commission due in the event of procurement lets and ensuring that statements of account are sent to landlords. This includes compilation of Addendums and sending Extension Input forms to the Accounts Department timeously - Control the return of signed documentation by Tenants and Landlords.
• 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
• Manage insurance claims on behalf of landlords based locally or overseas.
• Deal directly with body corporates regarding levies paid, levies owed and issues to be resolved.
• Responsible for managing the maintenance of rental properties using the Red Rabbit system.
• Liaise and manage contractors assigned to maintenance of properties, i.e. Check the progress of maintenance done/to be done on a daily basis.
• 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.
• Meet clients (landlords and tenants) at properties as required.
• Liaison between tenants and service providers;
• Dealing with maintenance related to the rental units;
• Dealing with entrance and exit inspections;
• Process application forms and perform credit checks and do rental collection;
• Drafting of leases and renewals;
• Supporting any marketing administration related to the rental properties;
• Responsible for all the day to day administration and accounting, including liaison with internal rental administration department, submission or correct accounting forms, releasing of deposits, allocating funds, processing contractor quotes and invoices.
• Responsible for ensuring that all relevant information and documentation is provided to the Rental Administration team in a timeous fashion;
• Deal with all email and other correspondence related to the rental portfolio;
• Timeously dealing with any client complaints or problems and escalating appropriately;
• Sending emailers for new rental properties

General Office Administration

• General office administration and support
• Fulfill the receptionist role on an ad-hoc basis as required.

• An ability to work independently, make own decisions and use own initiative as well as the ability to work as part of a team;
• Patient, strong self-control and the ability to work under pressure;
• An ability to prioritise;
• Methodical, excellent attention to detail and the ability to follow process;
• Approachable, confident and friendly demeanour;
• Resilient and adaptable to change;
• Places a high value on integrity and confidentiality
• Willingness to work after hours and/or over weekends if and when required.

• Previous administrative and/or rental admin experience will be an advantage in this role;
• A current, valid FFC will be an advantage.
• The incumbent must have their own reliable transport and mobile phone;
• It is a requirement that the successful applicant register as a candidate property practitioner with Property Practitioners Regulatory Authority and do the necessary training to become a fully qualified property practitioner.
• Preference will be given to candidates who live in and around George on the Garden Route.
• The position is available immediately.

• Strong computer literacy skills with the ability to learn online processes and systems;
• Strong written and verbal communication skills;
• Good interpersonal skills;
• Solution-orientated with strong organisational skills;