Rental Administrator
Career Custodians
Cape Town, South Africa
1d ago
source : Job Placements

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

Well-presented appearance

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


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)


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

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

Internal Administration

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

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