| Description |
Requirements:
- Matric
- Minimum of three years' experience in operations, administration, office management or a similar role involving end-to-end process ownership.
- Experience with tenant vetting, credit checks, lease administration and property management software is beneficial.
- Strong analytical and systems-thinking skills, with the ability to identify gaps, improve processes and document procedures.
- Excellent numerical accuracy and attention to detail when handling deposits, fees, refunds and financial reconciliations.
- Strong organisational, administrative and multitasking abilities.
- Proficiency in CRM systems, WhatsApp, email, spreadsheets, PDFs and other digital tools.
- A valid driver's licence is advantageous.
Responsibilities but not limited to:
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Tenant Applications and Vetting: Manage applications from document collection and identity verification to affordability assessments, credit checks, approvals, deposits, lease generation and signing.
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Leads and Letting Agents: Oversee lead allocation, response times, viewing arrangements, agent performance, monthly statistics, incentives and deal-related disputes.
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Tenant Communication: Monitor tenant communication channels, allocate enquiries, manage escalations, update service information and ensure timely responses.
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Tenancy Administration: Coordinate unit transfers, notices to vacate, move-in and move-out inspections, occupant changes, parking requests, complaints and incident reports.
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Property and Vacancy Management: Maintain accurate pricing and vacancy lists, prevent double bookings and reconcile unit availability with building managers and property records.
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Financial Administration: Oversee monthly tenancy updates, deposits, lease fees, refunds, payment requests and accurate capturing of information in the property management system.
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Building Manager Coordination: Support and monitor building managers, ensure inspections and key handovers follow procedures, and address operational issues promptly.
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Staff and Office Management: Assist with staff attendance, leave, rosters, system access, onboarding, offboarding, supplier records and general office administration.
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Systems and Process Improvement: Manage CRM processes, identify operational gaps, document requirements, test system updates, report issues and approve changes before implementation.
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Operational Support: Work closely with the Managing Director on projects, reporting, audits, backlogs, supplier matters and other business priorities.
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Performance Monitoring: Track application turnaround times, lead conversions, tenant response times, monthly reconciliations, outstanding tasks and compliance with operational procedures.
Please note that if you do not receive a response within two weeks, your application has been unsuccessful.
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