Stellenbosch: Office Administrator posted by The Talent Room

The ideal candidate is someone who enjoys problem solving, creating structure and can bring efficiency to a busy environment. The role would include reviewing how things are currently done, and find better ways to manage information and possibly introduce systems that save time and reduce errors.

Tenant and Contract Administration 

• Prepare, manage and file residential lease agreements (currently 12 properties) 
• Handle tenant renewal and contract updates. 
• Maintain accurate tenant records and ensure documentation is complete and compliant. 

Billing and Financial Administration 

• Load payments on banking platforms.
• Generate invoices on Xero  and distribute invoices to tenants. 
• Generate and Distribute monthly statements
• Track outstanding amounts and support basic credit control where required. 

Insurance and Compliance 

• Manage local and offshore annual insurance renewals and maintain updated insurance documentation.

General Office Administration 

• Review existing office processes and recommend improvements.
• Create templates and checklists to improve daily workflow and record-keeping. 
• Provide feedback to management on operational efficiency. 
• Introduce systems for better tracking of payments, contracts and renewals.

Experience & Qualifications 

• 5+ years in administrative or office management role
• Experience in coordinating office or business operations
• Knowledge of office systems, billing and administration controls
• Set up and implementation of office systems and administration controls 
• Business administration, bookkeeping or office management qualification 

Skills Required 

• Managing calendars, data entry, filing, minute taking, preparing invoices.
• Writing emails professionally, dealing with tenants politely and liaising with suppliers 
• Ability to capture data onto Excel in order to present and analyse data. 
• Strong administrative background (property or rental management experience advantageous).
• Excellent organisational and communication skills (written and verbal)
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to work independently and manage deadlines.
• Strong problem-solving abilities and a proactive approach. 
• Valid driver’s licence