Job Description
The Property Administrator is an integral member of the Property & Asset Management team, providing administrative, financial, and operational support across a mixed-use property portfolio (retail, industrial, and commercial). The role assists Property Managers and Operations Managers with lease administration, accounts, compliance, maintenance coordination, and tenant communication to ensure the smooth management of client assets.
Job Title
-
Property Administrator
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Tertiary qualifications in Business, Finance, or related field desirable.
- Prior exposure to property administration, commercial real estate, or property accounting software (Yardi and/or Cirrus8) beneficial.
- Strong administration and organisational skills with attention to detail.
- High level of proficiency in Microsoft Office (Excel essential) and property management/accounting software (Cirrus8 or similar).
- Financial literacy with experience in accounts payable, receivable, and reconciliations.
- Strong interpersonal and communication skills with a customer service focus.
- Ability to prioritise, work to deadlines, and manage competing demands.
- Familiarity with property management practices in retail/industrial assets desirable.
Job Responsibilities
- Finance & Accounts Administration:
● Process Accounts Payable and Accounts Receivable, including tenant invoicing and reconciliations.
● Raise charges for recoverable expenses in line with lease provisions.
● Monitor arrears and actively follow up to reduce debt over 30 days.
● Assist in preparation of fixed/CPI reviews and monthly lease event reporting.
● Assist with accruals review and end of month processes
● Ensure compliance with purchasing policies and budgets, including raising purchase orders.
● Support annual budgeting and capital works planning.
● Assist in generation and collation of monthly financial reports. - Lease Administration & Tenant Management:
● Maintain and update tenant lease records in the property management system (e.g., Cirrus8 or client platforms).
● Ensure tenant insurance, bank guarantees, and compliance documentation are current.
● Track lease events, including rent reviews, CPI increases, renewals, and expiries.
● Maintain tenant contact databases and facilitate access for inspections, maintenance, and compliance checks.
● Prepare and distribute tenant communications, notices, and newsletters. - Maintenance & Work Order Coordination:
● Log and track work orders, ensuring contractor compliance with
service standards.
● Maintain preferred supplier records (cleaning, security, repairs,
maintenance).
● Assist with preventative maintenance schedules (HVAC, lifts, fire
safety, essential services).
● Ensure suppliers upload service reports and invoices into the system. - Compliance & Risk Management:
● Track statutory compliance deadlines (fire safety, essential services, certifications).
● Assist with building insurance renewals and records management.
● Coordinate distribution of tenant notices for building works, audits, and safety checks. - Reporting & Documentation Management:
● Maintain structured electronic and hard copy filing systems for leases, service contracts, compliance certificates, and correspondence.
● Prepare agendas, minutes, and reporting packs for management meetings.
● Ensure data accuracy across property management and CRM systems.
● Support preparation of client reporting requirements within deadlines. - Stakeholder Communication & Support:
● Act as daily point of contact for tenant and contractor queries, particularly relating to invoicing and maintenance.
● Build strong working relationships across tenants, contractors, and client stakeholders.
● Provide professional and timely communication to maintain positive relationships.
Good luck and God Bless!