Property/Facilities Management - Property Administrator Gauteng FULL TIME Job Summary Minimum Requirements * NQF Level 4 Real Estate qualification (completed or in progress) * Valid Fidelity Fund Certificate (FFC) * Proven experience in sectional title and/or HOA portfolio management * Strong knowledge of South African property legislation (STSMA, CSOS, Property Practitioners Act) * Experience working with property management systems (e.g. WeConnectU, MRI, PropData) * Proficient in Microsoft Office (Excel, Word, Outlook) * Valid driver’s license and own reliable transport Key Responsibilities 1. Portfolio & Client Management * Manage a portfolio of sectional title schemes, HOAs, or commercial properties * Act as the primary liaison between trustees, owners, and service providers * Provide professional guidance to trustees on governance, financial, and operational matters * Build and maintain strong client relationships, ensuring service excellence 1. Meeting Management (Statutory Requirements) * Attend and manage a minimum of six (6) statutory meetings per client per financial year * Facilitate meetings including budget meetings, AGMs, and trustee meetings * Prepare and distribute full meeting packs (agendas, financial reports, supporting documents) * Chair or guide meetings in a professional and compliant manner * Record accurate meeting minutes and ensure distribution within required timeframes * Ensure implementation and tracking of all resolutions 1. Financial Oversight * Review budgets, financial statements, and levy collections * Assist trustees with budget preparation and approvals * Monitor arrears and cash flow management * Ensure correct allocation of income and expenses * Liaise with accountants and auditors 1. Compliance & Governance * Ensure compliance with applicable legislation, including: + Sectional Titles Schemes Management Act (STSMA) + CSOS requirements + Property Practitioners Act * Ensure agendas and minutes are circulated via the property management system * Upload meeting minutes within prescribed legal timeframes * Maintain and prepare audit files for each scheme * Ensure all statutory submissions, insurance, and governance documentation are up to date * Maintain accurate and compliant records for all schemes 1. System & Administrative Management * Manage and maintain property management systems (e.g. WeConnectU, MRI, PropData) * Ensure accurate capturing and updating of owner, trustee, supplier, and financial information * Oversee billing, debit orders, and statement distribution * Ensure alignment between management systems and banking platforms (e.g. Netcash) * Generate reports for trustees and internal stakeholders * Identify and resolve system discrepancies 1. Maintenance & Facilities Coordination * Oversee maintenance and repair matters * Obtain and evaluate quotations * Appoint and manage contractors in line with procedures * Conduct site inspections where required * Ensure properties meet safety and operational compliance standards 1. Legal & Risk Management * Assist with dispute resolution within schemes * Liaise with attorneys on collections and legal matters * Ensure enforcement of scheme rules * Identify and mitigate operational and legal risks 1. Communication & Reporting * Maintain clear and professional communication with all stakeholders * Issue notices, updates, and correspondence * Provide regular portfolio performance reports * Ensure transparency and accountability at all times Key Skills & Competencies * Strong financial acumen and budgeting skills * Excellent administrative and system management abilities * Strong communication and interpersonal skills * High level of attention to detail and organisational skills * Ability to manage multiple schemes and deadlines effectively * Problem-solving and conflict resolution skills * Professionalism and client-focused approach Advantageous * Relevant qualification in Property Management, Finance, or Business * Experience managing large or complex property portfolios Please note: Only shortlisted candidates will be contacted HandPicked Recruitment Recruiter