Residential & Commercial Property Admin

The Residential & Commercial Property Administrator is responsible for providing comprehensive administrative and clerical support to the residential property management team. This role ensures accurate maintenance of records, efficient coordination of property-related documentation, and effective communication with tenants, vendors, and internal stakeholders.

Roles, Responsibilities, Duties

- Manage and maintain up-to-date records of tenants, leases, and property documentation (including digital and physical files).

- Assist in the preparation and processing of lease agreements, renewals, terminations, and any related amendments.

- Support the move-in and move-out process for tenants, including coordination of documentation, key handovers, and inspections.

- Serve as the first point of contact for tenant inquiries and direct queries to the relevant property management personnel.

- Track and follow up on pending maintenance requests and ensure timely updates to tenants and management.

- Schedule appointments, property viewings, and meetings for the property management team as required.

- Prepare and issue standard correspondence such as notices to tenants, service providers, and authorities.

- Assist with the preparation and consolidation of monthly reports on occupancy, rent collection, maintenance, and other KPIs.

- Coordinate with accounts/finance for rent collection, invoice processing, and petty cash management.

- Maintain inventory records for keys, access cards, and equipment relevant to the property.

- Ensure confidentiality and security of all sensitive tenant and property information.

- Assist with organizing community or tenant engagement events and activities.

- Support compliance with company policies, legal regulations, and audit requirements related to property administration.

- Undertake any ad hoc administrative tasks as assigned by the property management team.

Qualification:

- Diploma or Bachelor’s degree in Business Administration, Property Management, or a related field is preferred.

- Additional training or certification in administration or property management is advantageous.

Experience and Competencies:

- 3+ years of experience in an administrative or support role, preferably within real estate or property management.

- Strong organizational and multitasking abilities with high attention to detail.

- Excellent communication (written and verbal) and interpersonal skills.

- Proficiency in MS Office Suite and property management/CRM software.

- Ability to handle sensitive information with integrity and discretion.

- Customer service orientation and ability to interact professionally with tenants and colleagues.

- Ability to work both independently and as part of a team in a fast-paced environment.

- Strong work ethic, reliability, and proactive attitude.