Note: This role is with Fieldspace, a Fedgroup partner company.

Are you organised, detail-driven, and great with people? Fieldspace is looking for a reliable and service-oriented Property Administrator to support our Property Management team and operate the Tenant Service Desk.

Purpose of the role

We are looking for a responsible, detail-oriented Property Administrator to support our Property Management team and operate the Tenant Service Desk. This role involves drafting lease agreements and related documentation, managing various administrative functions, and maintaining strong relationships with tenants and stakeholders. A high standard of customer service and the ability to respond quickly and efficiently are essential to success in this role.

Key Responsibilities

Leasing Administration

• Draft new and renewal lease agreements, parking agreements, and related documents (including integral letters, addendums, and pro forma invoices).
• Communicate key lease amendments and facilitate the signing process.
• Maintain building-specific parking ratio calculations, schedules, and access allocations.
• Manage journals for parking agreements and issue access tags.

Tenant Onboarding and Exits

• Prepare onboarding correspondence and collect required documentation (e.g., bank confirmations, guarantees).
• Load debit orders in MDA and maintain up-to-date electronic tenant files.
• Capture lease agreements, addendums, and related documents accurately in MDA.

Rent Roll and Financial Administration

• Prepare and process tenant billings and ensure timeous and accurate delivery of invoices, statements, and contracts.
• Regularly review and update tenant recoveries (e.g., municipal rates, parking levies, air conditioning, refuse, and cleaning charges).
• Process monthly journals for new leases, recoveries, deposits, lease fees, access tags, IT services, and other charges.
• Assist with tenant queries or disputes, ensuring timely resolution and accurate record updates.
• Issue payment reminders and breach notices to defaulting tenants.
• Coordinate the legal handover of delinquent accounts and facilitate credit bureau listings where necessary.

Cost Control & Financial Reporting Support

• Provide support for supplier-related queries, including payments, quotes, and maintenance invoices.
• Assist with insurance claim coordination and communication.

Tenant Service Desk Management

• Operate and oversee the day-to-day running of the Tenant Service Desk.
• Receive and capture tenant and stakeholder queries via email, phone, or other communication channels.
• Assess queries to determine the responsible area, issue type, and subcategory.
• Assign and track service desk tickets, ensuring timely resolution through collaboration with internal teams.
• Liaise closely with Leasing, Operations, Property Management, and Finance departments.
• Monitor and manage inboxes (e.g., Autotask, utility mailboxes).
• Send group email notifications to tenants regarding building-related issues.

General Administrative Support

• Assist the Property Manager with letters, memos, and tenant notifications.
• Support the Portfolio Manager as required.
• Provide bank confirmation and waiver letters upon tenant request.
• Assist with BEE certificates and related documentation.
• Log and follow up on municipal service outages.
• Co-ordinate insurance claims with Dimension.
• Maintain and clean databases in MDA and the service desk system.
• Contribute to special projects and system improvement initiatives.

Qualifications

• Matric / Grade 12 (required).
• Diploma in Administration, Finance, Property Studies, Business, or a related field (advantageous).

Experience

• Experience in property administration with a solid understanding of leasing processes and administrative functions.
• Proficiency in MDA Property Manager (advantageous).
• Strong skills in Microsoft Office 365, particularly Excel.

Key Competencies and Personal Attributes

• Energetic and enthusiastic, with a passion for working in a fast-paced environment.
• Strong interpersonal skills and the ability to build professional relationships at all levels.
• Capable of working under pressure and managing multiple priorities effectively.
• Highly organized with excellent attention to detail.
• Customer-focused, with a commitment to delivering high-quality service and resolving issues efficiently.
• Excellent communication skills, both written and verbal.
• Strong problem-solving abilities and initiative in identifying and resolving challenges.
• Integrity and accountability, with the ability to handle confidential information discreetly.
• Adaptable to change and comfortable working in a dynamic environment.

Contact information

Wilma Spitsbaard