Office Administrator

REQUIREMENTS
Minimum education (essential):

• National Senior Certificate

• 2-4 years

• Experience within a commercial property or property management environment.
• Experience with lease administration, tenant administration, and property documentation.
• Experience maintaining trackers, registers, schedules, and operational reports.
• Experience coordinating meetings, preparing documentation, and maintaining accurate records.
• Experience working with utilities, recoveries, arrears administration, or financial administration support will be advantageous.

• Proficient in Microsoft Office Suite (Outlook, Word, and Excel)
• Experience using MDA (Beneficial) and SharePoint or similar document management platforms.
• Knowledge of commercial lease agreements and basic lease administration principles.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple deadlines and priorities effectively.
• Strong stakeholder engagement and relationship-building skills.

• Proficient in English
• Own transport and license

• Manage office facilities, stationery procurement, and office supply requirements.
• Coordinate grocery procurement and conduct monthly stocktakes.
• Maintain accurate administrative records and reporting schedules.
• Provide general administrative support to the Property Management function.
• Build effective working relationships with tenants, contractors, shareholders, property managers, and internal teams.

• Compile monthly utility consumption reports and analyse variances.
• Maintain utility recovery schedules and assist with reconciliation processes.
• Coordinate diesel recoveries, ad hoc recoveries, and utility import schedules.
• Provide supporting schedules for prebill approval processes.
• Assist with operational inputs for budgets and variance commentary.

• Manage property management mailbox and coordinate tenant correspondence.
• Maintain tenant communication records and escalate unresolved matters where required.
• Assist with arrears administration, tenant account follow-ups, and arrears reporting.
• Conduct lease audits, verify tenancy schedules, and reconcile rentable areas.
• Support lease documentation management and ensure completeness of tenant records.

• Maintain electronic and physical property records in line with document retention requirements.
• Manage SharePoint filing structures, lease files, compliance documentation, and operational manuals.
• Ensure accurate document version control and record management.
• Maintain property registers, compliance schedules, and operational trackers.
• Support annual planning processes including budgets, inspections, renewals, and reporting deadlines.

• Maintain Property Management Agreement (PMA) service delivery schedules and SLA registers.
• Monitor contractor SLA expiry dates, renewal schedules, and contractual obligations.
• Coordinate property management meetings, including agendas, notices, attendance registers, and supporting documentation.
• Record, distribute, and maintain meeting minutes and action registers.
• Assist with Annual General Meeting (AGM) coordination where required.