Johannesburg: Portfolio Administrator (JHB) posted by Datafin
Job Description
Johannesburg – Gauteng – South Africa
- Create and maintain all leasing advertisements on Propdata, Property24, and other platforms.
- Update the Master Prospect Sheet weekly, closing completed cases on instruction.
- Update Pipeline and Signed Leases summary sheets after team meetings and finalise for Manco reporting.
- Respond to enquiries from the commercial cell phone, landline, and email (within 24 hours during working hours).
- Follow up on leads, including missed calls from weekends.
- Capture/load completed Lease Reviews (CRM cases), ensuring accuracy of billing data:
- Legal entity
- Name & address details
- Allocation on floor plans
- Square meters (as per SAPOA)
- Special conditions reviews
- Beneficial occupation period
- Lease period
- Rental & deposit amounts
- Liaising with RM/Legal to correct lease agreement errors
- Lessee information per FICA documents
- Create new tenant accounts on MDA and update tenant information.
- Allocate tenants to units and assign rates per square meter on MDA as per AM Budget.
- Attach all relevant documents and information to MDA and other systems.
- Inform Finance of new lease agreements/addendums, errors, or amendments.
- Manage application processes for Leasing (Leasing App to be implemented).
- Ensure updated SAPOA Plans are attached to each property (units in MDA must correspond with SAPOA plans).
- Oversee MDA data and server update projects.
- Conduct ongoing maintenance of MDA data.
- Create and update Spiceworks tickets from Leasing Manco and produce Action Register for Manco.
- Act as MDA Champion, ensuring efficient communication by taking and distributing minutes.
- Perform general admin and daily data capturing.
- Create and maintain monitoring reports (including Power Queries for live database information).
- Assist with EXCO & Manco reporting by refreshing/formatting pivots, creating proposal summaries, and property-to-prospect pivots.
- Generate Leasing CRM case reports.
- Produce MDA database project reports.
- Compile market data reports.
- Handle general ad hoc reporting when required.
- Run weekly prospective tenant reports and save to the Master Prospect Sheet/Tracking Report.
- Run and circulate weekly prospect count reports.
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