Portfolio Administrator


Portfolio Administrator – Cape Town

Well established investment group is looking for a Portfolio Administrator to join their team in Cape Town


• NQF 4 or working towards completing your NQF 4
• At least 2 years of experience in a similar position
• Experience with rentals
• Experience with PayProp
• Great administrative skills
• Excellent communication skills and telephone etiquette
• Will work predominantly on the following programs – Red Rabbit, PayProp, Excel, Google Docs

Functions & Responsibilities

• Monthly list to team on tenants that are vacating on allocated portfolio
• Send Vacating checklist to all tenants who give notice on allocated portfolio
• Attend AGM’s on allocated blocks in person or via Zoom
• Monthly walk around blocks managed and report to managing agents on findings – follow up on items that need to be attended to
• Receive rental application and open file on laptop, prepare all docs
• Upload lease to PayProp and debit order form
• Create property, create tenant and create invoices on PayProp
• What accounts are we paying for the Landlord? Have the accounts redirected to the company and ensure the correct amounts are paid every month.
• Monthly statements to Landlord
• Monthly statements to tenants and invoices
• Attend to monthly reconciliation of rental payments on allocated portfolio
• Attend to monthly account payments for Landlord
• Attend to Deposit refund payments within 14 days
• Load deposit processing fee on deposit refunds
• Follow up on tenants in arrears as per strict process LOD on 4th of every month
• Investors to be kept updated on late payments at all times
• Have an action plan in place to collect arrears
• Eviction instructions to be handed to attorneys om behalf of the owner if requested
• Download contracts expiring from PayProp according to 40/80 rule, negotiate renewals accordingly and ensure all invoices have been loaded
• When warning letters are received by Body Corporate, send to tenant and keep track that it is followed up on
• Attend to problems with water and electricity accounts

Maintenance on the portfolio:

• Portfolios are split to a maximum of 250 properties per person
• Each Portfolio administrator will have a list of approved contractors that they will work with
• Each contractor will sign a service level agreement (SLA) which must be adhered to
• Attend to all maintenance and exit inspection maintenance on allocated portfolio

Salary – Negotiable depending on experience

Please send your CV + Salary Expectations + Recent Photo to Noelle on recruiter@servicesolutions.co.za OR Marlene on marlene@servicesolutions.co.za

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