Job Description
The Operational Property Administrator is responsible for providing comprehensive administrative and operational support to the property management team. This role ensures effective lease administration, tenant relations, maintenance coordination, and compliance management. The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and a proactive approach to property operations and tenant services.
Job Title
-
Operational Property Administrator
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Tertiary qualifications in Business or Finance are desirable.
- The ability to empathise with tenant/retailer needs and a good
customer service ethic is essential. - Familiarity with an Australian commercial real estate role
would be advantageous. - An ability to comfortably communicate with people at all levels.
- Proficiency in Microsoft Office suite and Cirrus 8.
- Prior exposure to property accounting software would be
beneficial.
Job Responsibilities
- Lease Administration & Tenant Management:
• Maintain and update tenant lease records in the property management
system.
• Track and notify tenants of lease expirations, renewals, rent escalations, and critical dates.
• Ensure tenant insurance and bank guarantees are current and compliant with lease terms.
• Respond to tenant inquiries regarding rent payments and maintenance issues.
• Maintain a tenant contact database, ensuring up-to-date communication
records.
• Track and coordinate tenant access for inspections, maintenance compliance , and lease compliance. - Rent & Accounts Administration:
• Process utilities, service contracts (scheduled Pos), ensuring timely payments.
• Raise charges for all directly recoverable expenses to ensure that costs are offset, as per property manager’s instructions.
• Maintain contractor/vendor records, ensuring compliance with service
agreements. - Maintenance & Work Order Coordination:
• Track work order completion, ensuring service levels and contractor performance compliance.
• Assist in preparing maintenance schedules for HVAC, lifts, fire safety, and essential services.
• Administer [email protected].
• Ensure suppliers are correctly uploading service reports and invoices. - Compliance & Risk Management:
• Monitor and track statutory compliance deadlines (fire safety, essential services, building certifications).
• Assist in preparing and distributing tenant notices. - Reporting & Documentation Management:
• Maintain lease files, contracts, compliance certificates, and correspondence in a structured document management system.
• Prepare meeting agendas and minutes for property management team meetings.
• Ensure all key documents are properly named and uploaded onto the correct document library database, including leases and occupancy agreements, plans, service contracts, compliance documentation and certificates. - Tenant & Stakeholder Communication:
• Distribute building updates, newsletters, and notices regarding maintenance, safety, and building works.
• Assist with the on boarding and off boarding of all new clients’
properties, suppliers and tenants.
• Other general admin duties as required from time to time. - General Duties:
• Act as a daily point of contact around Vendor invoicing and payment,
proactively respond to queries and requests and resolve issues.
Good luck and God Bless!