Property Administrator - Johannesburg, South Africa - Shoprite Group

Shoprite Group

Verified Company

Johannesburg, South Africa

1 week ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

Purpose of the Job:

The purpose of the Property Administrator role is to provide efficient administrative support and liaise with tenants, debtors and suppliers to ensure a timely and responsive property administration service.

This role assists the Property Manager with the preparation and drafting of budgets, report variances and reconciliation of expenses.

Job Objectives:

Leases

Prepare leasing proposals and ensure accurate, timeous, and efficient facilitation of leasing documents including filing, processing, communicating any changes, lessorlessee signing, and regional management signoff
Ensure accurate capturing of leasing documents, agreements, and contracts on the SAP system and/or other applicable systems.
Provide updates on Leasing Audit Reports, and create monthly reports for the Property Manager regarding outstanding Leases and renewals as per agreed standards and timelines
Administer lease terminations ensuring that all relevant documents are processed and completed including Vacate Notices and Deposit Refund Notices

Debtors

Prepare Debtor billings, and ensure accurate, timeous, and efficient facilitation of Tenant Invoices, Statement, and correspondence, Pre-Billing checks, contracts, and conditions of Loaded bill, including Debtor account collection, reconciliation and reporting according to agreed standards and timelines
Preparation of Withholding Tax/VAT Certificate Billings where applicable including yearly reconciliation and reporting to Head Office and Supermarkets regarding certificates processed
Provide support on Debtor queries
Administer the handover of debtors to Legal department

Recoveries/Utilities

Ensure accurate, timeous, and efficient capturing, filing, and document management of all recovery/utility bills including the reconciliation of meter photos, council invoices, and meter readings from Centre Managers
Provide support to any tenant with any queries/disputes and ensure accurate processing of any corrections
Submit the approved files and memos for Admin processing of Recoveries/Utility charges

Bank Allocations

Ensure accurate, timeous, and efficient capturing, filing and document management of all Payments Received, Bank Statements, Recons, and Proof of Payments
Compile and submit Bank Allocations Reports of the Funds Received (USD and Local Currency Accounts) to relevant persons to Admin for Allocation
Provide Support for any payment corrections or reallocation

Supplier

Ensure accurate, timeous and efficient processing and facilitation of all documents within this area, including quotes and invoices on SAP PO, as well as the supplier reconciliation and reporting according to agreed standards and timelines
Provide support on queries regarding supplier payments, quotes and invoices, and building maintenance
Obtain authorization with senior management in the processing of invoices and quotes according to the company approval framework

Budget

Ensure accurate, timeous, and efficient processing and facilitation of all documents within this area, including the reconciliation of Centre Cost, Recoverable Expenses, and Building Maintenance Expenses on SAP
Provide assistance to the Property Manager with relevant SAP information and reports for the drafting of budgets

General Coordination

Attend management meetings on Arrears and Lease Audits reporting
Assist the Property Manager with Letters and Memos, including correspondence with Centre Managers as and when required
Ensure accurate, timeous, and efficient processing and facilitation of all documents for the General Property Manager and submission to the Head Office within this area, including the reconciliation of Centre Cost, Recoverable Expenses, and Building Maintenance Expenses on SAP

Qualifications:

Matric/Grade 12 or equivalent qualification (essential)
Diploma in Administrative studies or Finance, or an equivalent field (beneficial)

Experience:

5years of administrative experience (Essential)
3 years experience with contract administration (preferred)
Moderate/advanced Excel skills (Essential)
2 years of SAP exposure (preferred)
3 years of experience in a property/landlord environment (preferred)
Fully bilingual in both English and Portuguese. (Essential)

Knowledge and Skills:

Good proficiency with MS Office 365 with welldeveloped Excel skills (essential)

Competencies & Work Ethic
Energetic and vibrant, enjoys working in a dynamic, fast-paced environment

Well-developed interpersonal skills - able to interact, engage and maintain professional relationships with people at all levels of the corporate structure.

Able to work under pressure, prioritize and balance numerous competing demands in a high volume, high-pressured, fast-paced working environment.
Organized and detailed - Plans, coordinates, and executes functions, practices, and procedures to realize business unit goals and objectives
Custome