Job Description

Our client is seeking a Property Manager’s Assistant to join their team based in Kuils River, Cape Town. The ideal candidate will have a Matric (Grade 12) qualification and previous experience in property administration or a similar support role. Strong organisational and administrative skills are essential, together with the ability to assist with the day-to-day management of Sectional Title schemes and Homeowners’ Associations. The successful candidate will support the Property Manager with client and stakeholder communication, meeting coordination, maintenance requests, documentation, and general property administration. Proficiency in MS Office is required, while experience with property management systems will be advantageous.

REQUIREMENTS:

Matric (Grade 12).
Previous experience in property administration or a similar administrative/support role, preferably within Sectional Title and Homeowners’ Associations (HOAs).
Basic understanding of community scheme management and relevant legislation.
Experience assisting with trustee, director, AGM, and SGM meetings will be advantageous.
Basic financial understanding, including budgets, levies, arrears, and financial reports.
Good understanding of maintenance processes within property management.
Experience with property management systems will be advantageous.
Proficiency in MS Office.
Excellent communication and interpersonal skills.
Strong organisational and time-management abilities.
Ability to manage multiple tasks and competing priorities effectively.
Professional, client-focused, and solutions-driven approach.
Strong computer literacy.
Valid driver’s license.
Own reliable transport may be required.

DUTIES:

Property Administration:

Provide daily administrative support to the Property Manager.
Maintain accurate property, tenant, and supplier records.
Prepare correspondence, notices, reports, and other property-related documentation.
Maintain organized filing systems and ensure all property documentation is up to date.
Assist with lease administration, renewals, and amendments.
Assist with the preparation of monthly property reports.

Tenant & Client Liaison:

Act as a point of contact for tenants and property owners.
Handle tenant queries and complaints professionally and efficiently.
Follow up on outstanding tenant issues.
Communicate with tenants regarding maintenance, inspections, and other property-related matters.
Assist the Property Manager in maintaining positive landlord/tenant relationships.

Maintenance & Contractors:

Log and coordinate maintenance requests.
Liaise with contractors, suppliers, and service providers.
Obtain quotations where required.
Follow up on outstanding maintenance work.
Ensure completed work is properly documented and reported to the Property Manager.
Assist with routine property inspections.

Financial & Rental Administration:

Assist with rental administration and follow up on outstanding payments.
Process invoices and supplier documentation.
Assist with reconciliations and financial queries.
Monitor tenant accounts and escalate arrears to the Property Manager.
Assist with the preparation of financial reports.

Leasing & Property Marketing:

Assist with advertising vacant properties.
Respond to enquiries from prospective tenants.
Arrange property viewings.
Assist with tenant applications and related documentation.
Assist with lease renewals and new tenant onboarding.

Assistant to Property Manager

Job Description