A dynamic entrepreneurial company is looking for a Rental Administrator to administrate and assist with all areas regarding long term rentals with the focus on document management and after-contract client relations.
Establishing and maintaining professional working relationships between owners, clients, service providers and resident owners within the immediate environment.
Candidate to have high level of integrity to be able to work with sensitive information.
Grade 12 or equivalent
2-3 Years’ experience working as an Administrator, preferably in the Residential / Rental sector
Excellent attendance record
Product / systems knowledge : MS Office : Word, Excel, Outlook, Payprop
Ability to communicate with tenants, suppliers, landlords and management
Ability to follow instructions as guided by management. Respect the implementation of internal control process / procedures / protocol
Contract based employment requires that the 192 hours be office based. Any hours outside of this time is to be pre-approved by senior management
Candidate must be able to function well within a team
Candidate is to be focused and deadline driven
C OMMUNICATION :
Be the contact between landlord & tenant and inform landlord about progress with sourcing of tenants
Be the liaison for tenant in terms of suppliers and maintenance work
Escalate to management issues which may be in breach of existing procedures
Administer the Payprop management system is a necessity
Loading of new properties onto Payprop ensure that supporting documentation is attached and loaded in PDF format
Loading of new tenants onto Payprop based on take-on procedures set by the company which requires that each PDF is loaded by a set process
Invoicing and statements new tenant invoices are to be raised with deposit invoices, if the landlord agrees that the deposit can be paid over a period of 3 months
Credit Control weekly arrear status to be provide to management by Thursday. Arrears no 1 file is to be prepared for each arrear tenant which management can contact for further action
Monthly utility invoices are to be raised and allocated to the tenant account between 16th to 20th (completed by 21st monthly)
H ANDOVER OF PROPERTY :
Ensure that sufficient planning time has been allocated to expiring leases to ensure that the property checklist is reviewed and signed by both landlord and tenant when the unit is vacated
Ensure that the property be handed over according to the guidelines stipulated in long term standard operating procedures.
A DMINISTRATION : Rental Application
Receive application for lease agreement follow initial steps and if this step has been met then proceed with the next step complete credit checks with supporting documents as per procedure and forward to the landlord for approval.
Procedure guidelines are in place where deadlines set against each category have to be met ahead of moving to the next step
Ensure that credit application requirements have been met and set procedure guidelines are adhered
If applicant is successful load onto Payprop with supporting lease agreement, CV, reference checks on applicants ( Social media, landlord and employment) etc as per set guidelines.
Load initial deposit (or split over 3 months if the landlord agrees) and 1st month’s invoice, utilities and parking
Provide details to the Finance Team so that they are aware of the new tenant this is to be completed within 48 hours
All lease payments (monthly invoice / deposits / utilities) are to be made via EFT (no cash allowed by tenants)
Properties (Club Resco / Staff Accomodation / Career Housing)
Each property is to be loaded onto Payprop
Maintain PDF’s ad PMF’s and keep these up to date
Weekly report on vacant apartment to be provided to management every Friday confirming status progress against each unit
Payprop Accounting Management
Ensure that all leases are current and that any extensions are signed as a renewal with an annual increase. Lease extension annexures filed and kept up to date provide landlord with payment history of the tenant to enable the landlord to confirm extension
Maintenance of Payprop landlord and tenant details, this will include mobile and email address
Invoices are distributed monthly system is set up automatically. Check that this is in fact taking place, particularly with new tenants
Owner statements are distributed by the 10th monthly system has been set up automatically. Check with landlords that this is taking place particularly with new landlords
Maintain timesheets which are required for charge-out to the business
Timeous Email response as set by internal guidelines depending on the process that is being requested ie tenant applications 1st review etc
Administrate Reports Project Management, Weekly invoices (where required), Statements, POA letters
Lease Agreements follow process in terms of the new policy and ensure that all steps and documents are loaded onto Payprop