
Property Administrator
6 days ago
We are seeking a highly organised and experienced Property Administrator to join our team. The successful candidate will provide exceptional support to the Property Management department, ensuring quality and timely service to clients.
Key Responsibilities:- Maintain strong relationships with clients and escalate issues as required
- Special projects as directed by senior staff members
- Enter all maintenance requests into Property Me when reported and arrange for any necessary instructions to be obtained from rental providers in a timely manner
- Use Property Me to ensure outstanding jobs and quotes are monitored and kept up-to-date
- Add approved invoices to Dropbox and send accounts to rental providers if they exceed monthly rental limits
- Arrange lease renewals according to instructions from rental providers and ensure safety compliance has been arranged with contractors
- Follow-up of reminders and tasks in Property Me software
- Schedule routine inspections for property managers
- Maintenance Co-ordination
- Diarise maintenance request from Renter
- Advise Landlord and request instruction
- Arrange tradesman if approved and complete maintenance work
- Check with Renter or Tradesman if work completed satisfactorily
- Follow up any outstanding maintenance within five working days
- Approved invoices as per PM instructions
- Rent Arrears Process
- Follow up as instructed by PM (sms, emails from PropertyMe)
- Routine Inspections
- Property Manager will advise of Routine Inspections to be booked for the following month & the days/times
- Arrange inspections with Renter by forwarding letter advising of day and time
- SMS day prior as reminder
- PME - add any maintenance noted; follow up RRP (owner) or Renter for any follow ups needed
- Arrange required maintenance once instructed by the Property Manager
- General Support
- Attend Property management meetings and all company meetings when invited
- Follow company processes and use required checklists
- Ensure emails are responded to in a timely manner
- Provide backup support to other staff as required in a timely manner
- Routine inspections letters and adding inspections into diaries
- Lease renewal letters and updating Property Me (PME) and follow up
- Generating lease renewals for all property managers once received instructions: including chasing renters to sign leases, sending fully signed leases to owners and work flowing lease renewal charges to accounts to process
- Property Management Administration
- Coordinate and prepare new client documentation and follow up of compliance documents
- Entering new managements into PME including: property, renter, owner information and relevant information into PME/saving owner instructions and authorities
- Organising re-directions of invoices for new managements such as Water, Council and OC fees
- Bond lodgements / claims / transfers / audits / renewals / ensure all bond numbers & receipts filed in PME
- Entering new creditors into PME and saving relevant docs to PME
- Connecting water for all new renters
- Providing tenancy details to Direct Connect for utility connections
- Process and add incoming invoices to Dropbox for trust accounts
- Process and direct trade invoices to Property Managers for approval and updating in PME
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