Administration & Virtual Support Role

Insure Connect Services

Remote, south-africa

Flexibility: Fully Remote | International ExposureLocation: South Africa About UsAt ICS we service the needs of international brokers and insurance firms. We specialise in connecting experienced professionals with exciting opportunities in the brokering and insurance sectors. As demand for skilled talent grows, we aim to maintain a diverse, pre-qualified talent pool, ready to be presented to our clients swiftly and efficiently. Position Summary The Property Administrator provides administrative and customer service support to a Property Management team managing student accommodation, boarding houses, short-term holiday rentals (Airbnb-style properties), and residential rental portfolios across Australia. The role acts as the first point of contact for tenants, guests, contractors and landlords, ensuring efficient administration, excellent customer service and smooth day-to-day property operations. Key Responsibilities Reception & Customer Service Answer incoming calls and emails professionally. Respond to tenant and guest enquiries. Manage maintenance requests and log service tickets. Escalate urgent issues appropriately. Welcome and assist visitors where required. Manage shared inboxes and communication channels. Property Administration Maintain tenant and property records. Update property management software systems. Prepare tenancy documentation and correspondence. Assist with lease renewals and move-in/move-out administration. Monitor rental payments and follow up on arrears. Maintain filing systems and compliance records. Student Accommodation Administration Process student applications. Coordinate room allocations. Manage check-in and check-out procedures. Assist students with accommodation-related enquiries. Track occupancy reports and vacancy schedules. Short-Term Rental Administration Coordinate guest bookings. Liaise with cleaners and maintenance contractors. Monitor online booking platforms. Assist with guest communications before, during and after stays. Track occupancy and booking reports. Maintenance Coordination Log maintenance requests. Liaise with contractors. Obtain quotations when required. Monitor completion of work orders. Follow up on outstanding repairs. Reporting & Finance Support Assist with rental reconciliations. Process invoices. Prepare basic property reports. Update occupancy and vacancy trackers. Support month-end reporting requirements. Systems Administration Experience with one or more of: Microsoft Office 365 Outlook Excel Teams Property Tree Inspection Express Console Cloud PropertyMe Property IQ CRM or booking systems Essential Requirements Experience 2+ years administration experience. 1+ years reception or customer-facing experience. Strong telephone etiquette. Experience managing high email volumes. Experience working in a fast-paced environment. Skills Fluent written and spoken English. Excellent communication skills. Strong attention to detail. Strong organisational skills. Ability to multitask. Customer-focused mindset. Ability to work independently in a remote environment. Technical Requirements Stable fibre internet connection. Quiet home office environment. Proficient in Microsoft Office. Desirable Requirements Property management experience. Real estate administration experience. Student accommodation experience. Airbnb or hospitality administration experience. Experience using Australian property management software. Originally posted on Himalayas

10 days ago

Junior Property,legal &finance Administrator

HandPicked Recruitment

Gauteng, south-africa

full-time

Are you a Junior Conveyancing Secretary, Legal Secretary, Bookkeeper, Junior Accountant or Financial Administrator? Our client is looking for a bright, organised and detail-oriented junior professional to join their Credit Department. Your experience in ONE of the following areas could be a good fit for this role: conveyancing, property, legal administration, bookkeeping, accounting, credit or financial administration. Bridging finance experience is NOT required - full training will be provided. Minimum requirements: Matric and 2 - 4 years' relevant experience Experience in one or more of the following: conveyancing, property administration, legal administration, bookkeeping, accounting, credit or financial administration Exposure to financial documents and working with numbers Good Excel skills, including basic formulas, sorting and reconciliations Excellent attention to detail and strong organisational skills Professional, polished and comfortable in a client-facing environment Good communication skills and able to handle confidential information Own reliable transport Key Responsibilities Prepare and maintain client, property and transaction files Check and organise property and financial documentation Capture information from bank statements, invoices and financial records Assist with basic reconciliations, financial checks and credit documentation Follow up on outstanding information and maintain trackers Assist with property-backed and bridging finance transactions Communicate with clients and service providers Provide general administrative support to the Credit Department and directors If you are currently working as a: Junior Conveyancing Secretary Conveyancing Administrator Junior Legal Secretary Commercial Legal Secretary Property Administrator Junior Bookkeeper Junior Accountant Financial Administrator Credit Administrator

13 days ago

Property & Finance Administrator

HandPicked Recruitment

Gauteng, south-africa

full-time

Job Overview: Are you an experienced Property Administrator, Conveyancing Administrator, Financial Administrator, Credit Administrator or Accounts Administrator looking to move into financial services? Our client is looking for a highly organised and financially literate Property & Finance Administrator to support the credit team with property-related transactions, financial documentation, deal administration and bridging finance. Previous bridging finance experience is not essential - training will be provided. Candidates with property, conveyancing, credit or financial administration experience are encouraged to apply. Minimum Requirements Matric 3+ years' experience in administration, property, conveyancing, financial administration, credit administration, bookkeeping or a similar role Strong administration and organisational skills Good financial literacy and comfortable working with numbers Experience working with bank statements, invoices and financial documentation Good Excel skills, including basic formulas, sorting and reconciliations Excellent attention to detail and accuracy Good written and verbal communication skills Fluent Afrikaans and strong English communication skills, as the successful candidate will be required to communicate regularly with Afrikaans-speaking clients. Professional and discreet when handling confidential information Own reliable transport Ability to manage multiple priorities and meet deadlines Relevant Experience: Experience in any of the following will be highly advantageous: Property administration / conveyancing Property transfers and transaction documentation Property finance or property accounts Credit or financial administration Banking or lending administration Debtors, creditors or bookkeeping Invoice processing and financial records Understanding payments, proceeds and transaction flows FICA/KYC documentation Key Responsibilities Provide administrative support to the credit team and directors Gather, check and maintain client, property and deal documentation Prepare and maintain deal files, trackers and electronic records Assist with property-backed and bridging finance transactions Capture and organise information from bank statements, invoices, purchase orders and debtor/creditor records Perform basic reconciliations, data checks and verification Follow up on outstanding documentation and information Assist with preparing information for credit assessments and credit committee packs Maintain accurate and confidential client and transaction records Provide general administrative, diary and meeting support when required Use Microsoft 365/SharePoint and AI tools such as ChatGPT and Claude to improve efficiency Ideal Candidate The ideal candidate will be highly organised, detail-oriented, financially literate and comfortable working with confidential documentation and transactions. Someone who has worked in property/conveyancing and has financial exposure, or in credit/financial administration with strong administrative ability, would be particularly well suited. Previous bridging finance experience is not required - training will be provided.

a month ago

Student Accommodation Administrator: Bellville, Cape Town

FS Personnel Recruitment

Western Cape, south-africa

full-time

Salary: R30 000 ctc pm depending on experience, minus full medical aid and pension fund. Desired experience and qualifications: Matric Relevant Diploma in Property Management, Finance or related field Minimum 5 years' experience as a Property Administrator Financial accounting experience is essential Experience in property leasing and tenant administration Customer service experience Experience with PIMS, MDA or similar property management systems will be advantageous Strong proficiency in MS Office Excellent numerical accuracy and attention to detail Strong communication and interpersonal skills Good time management and organisational abilities Professional, proactive and deadline-driven Duties and Responsibilities will include: Manage tenant administration, accounts and queries Process tenant statements, billings, allocations, adjustments and reconciliations Manage lease preparation, renewals, credit checks and FICA documentation Maintain lease registers, tenant records and property data Monitor and follow up on outstanding tenant payments and arrears Prepare arrears reports and assist with credit control processes Finalise vacated tenant accounts, deposits and refunds Maintain parking schedules and access control records Process municipal and other property-related invoices Perform account reconciliations and assist with monthly management reports Liaise with tenants, leasing teams, service providers and other stakeholders

a month ago

Property Manager (rosebank)

Datafin Recruitment

Gauteng, south-africa

full-time

ENVIRONMENT: A dynamic and growing investment and commercial property management firm is seeking an experienced Property Portfolio Manager to serve as the commercial custodian of a diverse, multi-asset property portfolio located across the Greater Gauteng area. The successful candidate will assume full ownership of the portfolio's financial performance, with a strong focus on maximising Net Operating Income, driving tenant retention across various asset classes, and ensuring strict operational and statutory compliance. This will be achieved by providing strategic direction to direct reports and effectively collaborating with shared support functions, including Facilities Management and Finance, to deliver an exceptional tenant environment and optimise investment returns for the business. DUTIES: Financial & Commercial Management (NOI Optimization) Budgeting & Forecasting: Prepare, manage, and take ultimate accountability for the annual income and expenditure budgets across all assets in the portfolio. NOI Growth: Identify and implement strategies to maximize Net Operating Income by driving rental growth, reducing vacancies, and strictly controlling operating expenses without compromising asset quality. Arrears Management: Monitor arrears, enforce debtor control policies, and resolve outstanding tenant arrears swiftly to optimize cash flow. Utility & Recovery Management: Oversee the accurate billing and recovery of municipal utilities, operating costs, and other tenant-recoverable expenses. Reporting: Compile monthly management reports for the Regional Head, detailing financial performance, variance analysis, leasing activity, and risk mitigation strategies. Tenant Retention & Relationship Management Stakeholder Engagement: Act as the point of escalation and relationship manager for key tenants across the Commercial, Retail, Industrial portfolio. Retention Strategies: Proactively manage lease expires. Initiate renewal negotiations well in advance (tailored to the specific asset class) to maximize the Weighted Average Lease Expiry (WALE) and minimize void periods. Customer Experience: Champion a high-quality tenant experience, recognizing the distinct needs of each asset class (tenant experience vs footfall/turnover drivers in Retail). Dispute Resolution: Handle and resolve complex tenant complaints and lease disputes efficiently and legally. Leasing & Marketing Vacancy Management: Drive the letting of vacant space. Appoint, brief, and manage external leasing brokers where necessary, while actively pursuing direct deals. Lease Negotiation: Negotiate commercial terms (rentals, escalations, Tenant Installation allowances, beneficial occupation) in line with approved mandates. Market Intelligence: Continuously monitor the individual property markets / location trends to keep abreast of market rentals, competitor activity, and emerging trends in the commercial property market. Operational & Facilities Oversight (Matrix Management) Functional Direction: Provide strategic and functional oversight to the dedicated Facilities Manager, ensuring the physical assets are maintained to the highest standards. SLA Management: Ensure that shared services (FM) and external contractors adhere to strict Service Level Agreements (SLAs) regarding planned preventative maintenance (PPM), reactive maintenance, cleaning, and security. Compliance & Risk: Ensure total adherence to Occupational Health & Safety (OHS) legislation, fire compliance, and municipal bylaws across all properties. Conduct regular site inspections alongside the Facilities Manager. Capex Projects: Collaborate with the FM team to identify, budget for, and oversee capital expenditure (Capex) projects, upgrades, and tenant installations (TI). Leadership & People Management Direct Supervision: Lead, mentor, and manage the performance of the Property Administrator, ensuring high standards in lease administration, query resolution, and day-to-day tenant communication. Cross-Functional Collaboration: Foster a highly collaborative environment between Property Management, Facilities Management, and Finance to ensure a seamless, "one-team" approach to portfolio management. Performance Reviews: Conduct regular KPIs assessments and development discussions with direct reports REQUIREMENTS: Education & Professional Memberships: Bachelor's Degree in Property Studies, Real Estate, Finance, or Business Management. Experience: Minimum of 5 - 7 years of experience in a Commercial Property Portfolio Management or similar role. Crucial: Proven experience managing a diverse, multi-sector portfolio. Demonstrated experience holding bottom-line accountability for NOI and financial reporting. Experience in matrix management (collaborating with and directing shared services/facilities teams). Concluding lease renewals from start to end. ATTRIBUTES: Deep understanding of commercial property law, lease agreements, property management principles. Eye for detail and constantly thinking about the tenant experience (customer satisfaction mindset). Understanding of facilities management and management of same. Strong financial acumen with the ability to interpret income statements, manage budgets, and calculate yields. Excellent negotiation, communication and conflict-resolution skills. High EQ with the ability to adapt communication styles across a diverse tenant base (from corporate CEOs to small business owners). Proficiency in MDA, MRI, Excel, Outlook, SharePoint, Microsoft CoPilot

a month ago

Fitouts: Project Manager

V&A Waterfront

Western Cape, south-africa

full-time

Description The Project Manager: Fit-Outs take full responsibility for the delivery of all fit-outs across the Retail, Commercial, Marine and Industrial business units. This includes collaboratively planning and facilitating implementation across the business and ensuring that all fit-out projects are on-time and delivered within budget. Moreover, they manage external service providers, including consultant teams, contractors and other stakeholders. They will be responsible for managing individual project budgets and will require knowledge of procurement and tendering processes. Requirements Job Objectives: Project Management Scheduling and implement renewals and OTL's Analyse and make recommendations for improvement on the Fit-Out Manual Writing professional specification documents\ Engage with stakeholders / service providers to gather the relevant information and documents Plan and schedule projects as well as writing project scope Draft project estimates in collaboration with QS Manage procurement and tendering process Obtain project budget, plan and schedule sign-off (concept and technical) Manage and ensure V&A design criteria is met Ensure that Fit-out protocols are established and adhered to across the board Identify and mitigate all risks prior to as well as during execution i collaboration with the Fit-out Manger Contact and quality management Managing and supervising service providers Structured site visits Update and manage project tracking system Ensure that approved designs and agreed upon commitments are delivered successfully Evaluating and measurement (post fit-out as builts) Stakeholder Management Consult with Property Managers to determine tenant requirements and ensure that all protocols are followed Tenant liaison and negotiation on design and technical specifications Manage deadlines and ensure successful handover to the V&A as well as tenant's BO date Collaborate across the Business to ensure successful delivery of all Fit-outs Responsible for tendering and procurement with Service Providers Motivate, engage and performance manage team Service Provider Collaboration and communication with Property Administrator to ensure customer satisfaction Compiling and presenting project reports to the relevant senior managers Financial Management Ensure effective control, management and tracking of project budget Conduct ongoing reviews of and report on project budget Educational Requirements Project Management Degree Relevant BSc. Building Industry Qualification Advantageous Knowledge Requirements Building/infrastructure/construction (industry knowledge) Knowledge of Architectural lay-outs (including services lay-outs Construction and Building Codes Heritage Health and Safety Administration of contracts and procurement processes Solid track record of multi-disciplinary projects and fit-outs Successful handover to end user Extensive knowledge of statutes applicable to the built environment Sustainability Skills Requirements Operational - Tactical thinking Mechanical/technical reasoning Financial/Numerical Acumen Logical Problem-solving and Good Judgement Analytical thinking Communication skill (both written and verbal) Planning and prioritizing Multi-tasking Project Management People Management Conflict Resolution Experience Requirements 5-7 Years Construction and Fit-Out Experience Experience in the following sectors would be advantageous: Retail, Commercial, Marine and Industrial

2 months ago

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