Property Portfolio Administrator

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Manage daily administration tasks across the property portfolio, which includes rental statements, follow-up on repairs, tracking arrears, handling tenant changeover processes, and addressing queries from letting agents.

• Monitor and take action on safety certificates, renew property insurance, set up council tax, and oversee utility transitions to ensure deadlines are met.

• Keep precise records on CRM platforms, mortgage schedules, shared cloud storage, and digital portfolio tracking tools.

• Maintain a comprehensive schedule for mortgages and refinancing for all financed properties.

• Proactively identify mortgage expiration dates and begin preparation for refinancing at least three months in advance.

• Coordinate the refinancing process with brokers, lenders, valuers, and legal teams.

• Oversee the portfolio inbox by acknowledging, prioritizing, and advancing incoming inquiries.

• Serve as the central information hub for sharing portfolio updates with operational, finance, and marketing teams.

• Establish working relationships with letting agents, contractors, insurers, and professional advisors.

• Review cash flow, occupancy, and operating costs for the portfolio on a monthly basis.

• Present at least one practical efficiency improvement or cost-saving suggestion each month.

• Generate regular reports on the portfolio's status, refinancing updates, risks, and forthcoming actions.

• Report to senior operations leadership while collaborating with company directors.

⛳️ Requirements

• Over 5 years of experience in high-volume administration, senior operational support, project coordination, or executive assistant roles.

• Experience in supporting international clients remotely is highly beneficial.

• Strong IT skills with spreadsheets and CRM platforms.

• Familiarity with Google Workspace tools is a significant advantage.

• Ability to quickly learn new software applications.

• Curiosity and adaptability in utilizing AI tools to enhance administrative workflows and improve efficiency.

• Exceptional written and verbal communication skills in English.

• A quiet, professional home office environment devoid of background noise.

• Dependable high-speed fiber internet connection.

• Reliable backup power arrangements (Inverter/UPS) and alternative data options.

• Modern laptop or PC, high-quality headset, and clear webcam.

• Proactive, detail-oriented approach with a focus on processes and tracking.

• Commercial curiosity and determination.

• Confident communication skills for phone conversations and documenting decisions in writing.

• Ability to respect decision-making boundaries and escalate investment, lending, expenditure, and strategy matters to Directors.

🏝️ Benefits

• Fully remote, full-time permanent position.

• Monday to Friday UK daytime schedule with a dedicated 1-hour lunch break.

• Opportunities for continuous professional development.

• Financial assistance for training programs.

• Assigned team buddy for ongoing support during onboarding.

• An award-winning, highly supportive company culture with a warm, family-like team atmosphere.

• Comprehensive training from the ground up.

• Specific requirements for a dedicated remote-work setup, including home office, fiber internet, backup power, alternative data options, laptop or PC, headset, and webcam.