Senior Property Administrator — Job Description
Summary
- Lead administration for a portfolio of properties, overseeing lease management, tenant relations, reporting, and operational coordination to ensure high occupancy, timely income collection, compliance, and efficient property operations.
Key responsibilities
- Portfolio oversight: Manage lease administration, key dates (rent reviews, expiries, break options), and maintain accurate lease abstracts across multiple properties.
- Tenant & stakeholder management: Serve as primary contact for tenants, handle escalated queries/complaints, negotiate minor lease variations/renewals, and liaise with owners, agents, and service providers.
- Financial administration: Oversee rent invoicing, service charge calculations and reconciliations, rent reviews and recoveries; monitor arrears, approve credit notes, and liaise with accounting for collections and reconciliations.
- Budgeting & expense control: Support annual operating budgets, monitor OPEX, approve requisitions within delegated authority, and report variances to portfolio/property managers.
- Maintenance & contractor management: Coordinate major maintenance/repairs, manage contractor procurement and performance, review SOWs, and ensure timely completion and invoice validation.
- Compliance & risk management: Ensure properties meet statutory health & safety, fire, insurance, and compliance requirements; maintain certificates, licences, and audit-ready records.
- Reporting & analytics: Prepare monthly management reports (occupancy, arrears, expenditure, KPI dashboards), investor/owner reporting packs, and ad hoc financial analyses.
- Lease renewals & dilapidations: Lead renewal processes, prepare renewal proposals, manage dilapidations negotiations and handback processes.
- Systems & process improvement: Maintain and optimise property management systems (Yardi, MRI, AppFolio, Qube), ensure data integrity, implement process improvements and automation.
- Team leadership & mentoring: Supervise junior administrators, allocate workflow, review deliverables, and provide training to ensure consistent service levels.
- Move-in/move-out coordination: Oversee inventories, condition reports, deposits handling, and handover processes for complex or high-value moves.
- Third-party coordination: Manage relationships with external property managers, asset managers, legal counsel, and surveyors for technical or legal matters.
Qualifications & skills
- Diploma/degree in Real Estate, Business, Property Management, or equivalent experience.
- Typically 5+ years property administration/management experience, with exposure to portfolios and complex leases.
- Strong knowledge of lease mechanics, service charge reconciliations, rent reviews, and property accounting.
- Proficiency with property management systems (Yardi, MRI, AppFolio, Qube) and advanced Excel skills.
- Excellent stakeholder management, negotiation, and communication skills.
- Strong organisational skills, attention to detail, and ability to prioritise across multiple sites.
- Understanding of H&S, fire, insurance, and local property legislation.
- Experience supervising junior staff and driving process improvements.
- Professional qualifications or memberships (e.g., RICS, IREM) desirable.
Performance metrics
- Portfolio occupancy and lease renewal rates.
- Rent collection rate and reduction in arrears.
- Timeliness and accuracy of reporting and reconciliations.
- Maintenance completion times and contractor performance.
- Compliance audit pass rates and reduction in compliance issues.
- Tenant satisfaction and retention metrics.
Pay: $7,832.90 – $9,167.84 per month
Benefits:
- Health insurance
- Life insurance
- Salary packaging
Work Location: In person
