Job Description

Role Purpose
To ensure the effective client management and administrative functioning of the business
Role Deliverables Key Performance Areas
Property Management and Administration

• Ensure the implementation of correct leasing and tenant selection procedures and standards
• Make available all documentation related to application process such as updated application forms, lease documents, tenant course forms, house rules and project fact sheet.
• Check grey files and submit to senior management
• Ensure 100% compliance of Intake policies and Procedures
• Manage vacancies/waiting list
• Submit vacancy and exit report
• Ensure intake is done timely and correctly
• Oversee arrears management
• Request legal letters and eviction orders, pending on decisions made
• Ensure legal processes are followed correctly
• Check and approve exits for refund, submit cheque requisitions
• Follow up on tenants that have vacated without paying their arrears.
• Blacklisting of tenants accounts left in arrears and not prepared to make a payment arrangement
• Leasing Policies and Procedures well followed
• All documentation made available for the facilitation of a smooth application process
• Check all documentation that is not clear / unsure of to determine approved or declined according to regulation
• Check all files before leases are signed to ensure 100% compliance
• Ensure files are kept on standby to fill vacant units
• Compile and submit vacancy and exit report
• Follow up on arrears management to ensure arrears stay below 3%
• Request legal letters and eviction orders as required by legal process, keep cost to minimum
• Finalise exit documentation and calculate deposit refund. Submit to finance for payment within 14 days of exit
• Well managed bad debts

General office administration

• Schedule necessary meetings.
• Prepare meeting venues including ensuring that appropriate equipment is available
• Ensure that all documentation is kept in a safe and secure environment
• Ensure that all relevant correspondence has been sent
• Ensure that all filing is done and up to date
• Meetings are scheduled and meeting venues prepared
• Area is well maintained.
• Documentation is easily accessible
• Information is up to date.
• Petty cash is reconciled and balanced
• Maintain all relevant information on database
• Develop and maintain a contacts database

Office equipment maintenance

• Oversee use of office equipment
• Manage maintenance of office equipment
• Ensure that necessary spares for the office equipment are always readily available
• All office equipment maintained and fully functional
• Necessary spares for office equipment always available

Rent Roll Administration

• Ensure statement information is up to date and correct
• Upload batches for additional charges
• Run pre-billing and edit to send to HMs for checking
• Check with HMs to ensure pre[1]billing check is signed off
• Print/Email, process and distribute statements before the 25th
• Ensure all letters/newsletters are attached correctly
• Ensure all information on statements are correct, and update if changed
• Ensure all additional charges are correctly recorded in batches and uploaded to system
• Run pre-billing check and edit, send to HMs to check and approve
• Ensure the pre-billing check is done thoroughly and signed off for printing
• Print / Email statements, arrange to have them folded and processed to be ready for distribution before the 25th of every month

Basic financial management

• Resolve tenant payment queries
• Ensure tenant payment queries are investigated and resolved.

Client Services

• Deal will all tenant related complaints/queries
• Investigate complaints
• Ensure customer service standards are maintained
• Ensure sufficient tenant communication
• Compile and distribute relevant tenant communication, such as newsletters and broadcast messages.
• Accept emails, phone calls, ad hoc visits, scheduled meetings to deal with all tenant related complaints and queries of all kinds.
• Investigate complaints and resolve
• Maintain a high level of customer service
• Send bulk smss / letters with statements when required to ensure tenants are informed
• Ensure newsletter is compiled a distributed every quarter HR and Staff management

HR and Staff management

• Submit HR documentation
• Ensure staff files are up to date
• Manage the house managers and the cleaning staff
• Oversee, direct and manage communication and facilitation between maintenance and HMs to ensure maintenance is done timeously and to standard.
• Submit HR documentation to HR department including personnel information, contracts, leave forms, AF policy documents, IR documents etc.
• Ensure all new staff documents have been submitted to HR and staff files are up to date
• Manage teams
• Facilitate maintenance procedure.

Requirements Qualifications and Experience

• A minimum of a qualification is necessary
• Minimum 2-year office administration experience is preferable
• Drivers license
• Registered property practitioner with the PPRA would be advantageous

• Salary scale: R24000-R26000 (p/month)
• xefxbbxbfxefxbbxbfWorking hours are Monday to Friday, 08:00 - 16:00

• xefxbbxbfxefxbbxbfBenefits include pension and medical insurance

• xefxbbxbfxefxbbxbfBased in Cape Town

• Desired start date: May / June 2025xefxbbxbf

Please reference L695434W when submitting your cv.
Surgo (Pty) Ltd will consider all applications in terms of its Employment Equity (EE) and is committed to maintaining diversity in its appointments. Surgo (Pty) Ltd, therefore also encourages people with disabilities and from other diverse backgrounds to apply. Due to the high volume of applications, should you not receive feedback within three months upon submission, you can assume your application was unsuccessful, and we encourage you to reapply. Please note that as a registered member of APSO, Surgo (PTY) Ltd. does not hold applicants accountable for any application fee.
Your CV will be kept on our database for us to contact you should any future vacancies become available. If you do not wish for us to keep your CV for any other positions, please email xefxbbxbf