Letting Administrator

About the role

The Letting Administrator will manage the administrative functions of a rental portfolio for an established property management company. You will act as the liaison between landlords, tenants, property practitioners and service providers, ensuring compliance with company procedures and legislative requirements.

Key responsibilities

• Perform tenant credit checks using PayProp and TPN.
• Reconcile daily rental payments and process tenant deposit refunds.
• Capture debit and credit notes and invoice third‑party charges to tenants.
• Prepare commission statements for Property Practitioners.
• Assist with tenant applications, lease agreements and landlord mandates.
• Ensure all documentation is complete, FICA compliant and accurately filed.
• Coordinate lease renewals, rental increases and update rental information on PayProp.
• Arrange routine property inspections and maintain inspection records.
• Manage tenant maintenance requests, obtain quotations, secure landlord approval and coordinate contractors.
• Process contractor payments and maintain related documentation.
• Handle outgoing inspections, finalise tenant deposit refunds and process utility accounts.
• Monitor tenant arrears, issue letters of demand and liaise with landlords on outstanding accounts.
• Prepare monthly utility and third‑party invoices, complete account reconciliations and process supplier payments.
• Provide general administrative support, including office meetings and Zoom presentations.

Required profile

• Matric (Grade 12) qualification.
• Previous administration experience in property rental or real estate.
• Strong organisational, communication and time‑management skills.
• High attention to detail and ability to manage multiple priorities.
• Professional, customer‑focused attitude with high integrity and confidentiality.
• Problem‑solving and decision‑making ability.
• Ability to work both independently and collaboratively.

Required skills

• Experience using PayProp (essential).
• Working knowledge of TPN and tenant screening processes.
• Understanding of FICA compliance.
• Proficiency in Microsoft Word, Excel and Outlook.