Property Administrator

About the role

An established property management company is seeking an experienced and detail‑focused Property Administrator to join its team. This role is not a lease administration position; it focuses on pre‑billing processes, utility recoveries, tenant account administration and responding to tenant billing queries. The successful candidate will work with detailed financial information, meet strict monthly deadlines and liaise with utility management companies.

Key responsibilities

• Receive and review utility data files, tenant movement reports and occupancy reports.
• Identify and investigate significant variances in electricity, water and sewerage consumption and billing.
• Liaise with utility management companies regarding billing discrepancies, tenant movements and meter changes.
• Prepare monthly recovery schedules and process charges to tenant accounts.
• Process ad‑hoc recoveries, legal fees and other approved charges.
• Review and sign pre‑billing reports, ensuring all charges are accurate and complete.
• Investigate billing variances and submit reports to the Portfolio Manager for approval.
• Distribute tenant statements and supporting documentation following the monthly billing run.
• Review returned emails and update tenant contact details on the property management system.
• Review leases to confirm tenant liabilities relating to utilities.
• Respond to tenant billing and utility queries and follow up to ensure resolution.
• Process corrections and adjustments to tenant accounts.
• Prepare and process deposit and credit refunds for approval.
• Prepare annual municipal rates, CID levy, body corporate levy and related increase schedules.
• Process approved back‑dated adjustments and bad‑debt write‑offs.

Required profile

• Previous experience in property administration with a strong focus on pre‑billing, recoveries and tenant accounts.
• Experience liaising with utility management companies.
• Good understanding of electricity, water, sewerage and other property‑related recoveries.
• Experience handling and resolving tenant billing queries.
• Strong numerical ability and excellent attention to detail.
• Ability to identify discrepancies and investigate billing variances.
• Strong administrative, organisational and communication skills.
• Ability to work accurately under pressure and meet strict monthly deadlines.
• Experience working with a property management system; MDA experience is highly advantageous.
• Professional, service‑focused approach when communicating with tenants and internal stakeholders.