Job Description

Job Summary

Job title: Assistant Property Manager

Our client in the Property Industry is currently looking for an Assistant Property Manager. This position is mostly remote, however you do need to be living in the general Cape area to report to their Stellenbosch office when required.

About the Company and Overall

A fast-growing property management firm with an extensive and ever-increasing portfolio of properties, which exceeded 7500 units in 2022. They are looking to expand their team and services with the addition of the Assistant Property Manager to provide full support in managing the business. This is an entry-level position, and the right applicant will be given relevant training to progress within the industry.

Duties and Responsibilities:

• Dealing with clients' day-to-day issues in a quick and efficient manner in line with industry guidance and best practice
• Providing proactive and reactive management of the portfolio
• Answering phone calls, and responding to emails
• Assisting with handover documents and saving documents received electronically on the system
• Updating checklist/spreadsheets of handover information received
• Assisting with handover forms/block asset info and document management on BOL to prepare for handover to the new PM once the block is setup
• Checking documents such as insurances to ensure, that they are not outdated, and that their has current policy documents in place
• Checking if the company acts as Co-Sec for the Client and if so, request an authorisation code and provide an update to the Director of Finance/Companies House and file confirmations statement
• Assisting clients with service charge and ground rent queries. Checking if we are to bill ground rent for the client
• Keeping the key register of keys received and request from the previous agent/client at the point of handover
• Assisting with a budget set up for a new block
• Updating BOL with contact details once contact sheets are returned
• Typing up meeting minutes
• Updating certain tickets once task completed
• Drafting communications for new blocks, all notices and letters regarding important information relating to works etc.
• Covering Line Manager or team members' workload while they are on annual or sick leave
• Providing regular updates to clients
• Assisting in new block set-up on in-house systems
• Maintaining up-to-date contact information
• Checking if key documents are scanned and saved
• Looking after the administrative side of each block in your portfolio
• Attending client meetings online and assisting the Onboarding Manager, whether within normal working hours or by agreement out of hours
• Ensuring all the blocks in the portfolio are efficiently managed and maintained
• Ensuring, that Directors' requirements have been met
• Working closely with all departments across the Company to ensure the correct transfer of information has been provided
• Supporting the Line Manager in managing relationships with all parties
• Informing Line Managers on any issues related to the building
• Informing the HR team about potential TUPE transfers
• Providing HR team with contact details to the previous management agent before TUPE transfer
• Following internal processes (e.g. key request process, TUPE transfer)

Required Knowledge, Skills and Experience:

• Able to communicate effectively and clearly in writing and verbally, including drafting correspondence and documents
• Strong attention to detail
• Ability to work in a varied and demanding role
• Ability to work to strict deadlines and be organised and efficient
• Demonstrable experience and ability to use ICT packages i.e. Microsoft Word and Excel
• Experience in managing your own time and duties while working remotely

Desirable but not essential:

• Proven record of previous experience within property management industry
• Experience the property management system

Personal Qualities of an Ideal Candidate

• Able to show an understanding and commitment to good customer care
• Self-motivated, with high energy and enthusiasm
• Pragmatic, creative approach to problem-solving, with emphasis on fast and practical solutions
• Experience in dealing with Directors / Stakeholders in a courteous and helpful way by keeping them advised of progress and offering them a solution to their problem
• Commitment to equality, diversity, and mutual respect; accepting differences andtreating everyone fairly

Salary range: R20,000 - R30,000 per month

Working hours: 40 hours per week

9 am to 6 pm Monday to Friday

Benefits:

• Hybrid working
• 15 days of paid annual leave
• Support in funding further qualifications
• Fast progression/promotion for the right person due to fast growing portfolio
• Company events

Starting date: As soon as possible.

Please apply online if you meet the above-mentioned requirements.

Please assume that your application was unsuccessful If you have not been contacted within 4 weeks.

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