Residential Administrator

Safland Property Services is seeking a Residential Administrator for its property management operations in Windhoek, Namibia. This permanent mid-level position is responsible for the overall administration and management of residential properties within the company's portfolio, with responsibility for tenant relations, landlord engagement, residential leasing, arrears management, property upkeep, budgeting, reporting and body corporate governance. Key Responsibilities: • Act as the primary liaison between landlords, tenants and trustees. • Provide landlords with regular feedback regarding property performance, vacancies and arrears. • Address tenant queries, complaints and disputes professionally and within appropriate timeframes. • Ensure landlords and tenants comply with applicable lease agreements. • Manage residential leasing processes, including advertising vacancies, tenant screening and lease negotiations. • Oversee lease renewals, extensions and terminations in accordance with company requirements. • Monitor rental payments, pursue outstanding arrears and implement appropriate collection procedures. • Prepare monthly arrears reports and recommend legal action where necessary. • Ensure residential units are inspected and appropriately prepared for new occupants. • Coordinate property renovations, repairs and maintenance with contractors and service providers. • Implement preventative maintenance schedules designed to preserve property condition and value. • Ensure compliance with applicable health and safety standards in residential units and common areas. • Draft annual budgets for properties and body corporates in consultation with landlords and trustees. • Monitor expenditure against approved budgets and support effective cost control. • Oversee utility billing, levies and other recoverable property charges. • Assist with financial reporting to landlords and trustees. • Attend Annual General Meetings and relevant trustees' or directors' meetings. • Prepare and present reports covering financial matters, arrears, property performance and maintenance activities. • Ensure decisions made during meetings are implemented and communicated to relevant stakeholders. • Act as liaison between trustees, owners and managing agents regarding body corporate requirements. • Oversee collection of levies and ensure appropriate arrears-recovery processes are maintained. • Ensure common property is properly maintained, clean and safe. • Implement and enforce applicable conduct rules and assist with disputes or breaches relating to matters such as noise, short-term letting and unauthorised alterations. • Manage caretaker staff or contractors responsible for cleaning, gardening and security services. • Assist with preparation of AGM packs, notices and body corporate records. • Advise trustees regarding statutory requirements, compliance matters and insurance obligations. • Ensure contractor work on common property is approved, supervised and completed to the required standard. • Ensure property operations comply with tenancy laws, sectional-title legislation and company policies. • Liaise with legal representatives regarding tenants, evictions, arrears collections and disputes. Qualifications and Experience: • Relevant Diploma or Degree in Property Management, Real Estate or Business Administration is preferred. • Minimum five years of experience in residential property management or body corporate management. • Knowledge of the Sectional Titles Management Act or relevant local legislation. • Proficiency in property management software and Microsoft Office. • Valid driver's licence. Key Skills and Competencies: • Strong communication and negotiation skills. • Knowledge of residential leasing, property management and body corporate administration. • Financial literacy, including budgeting and arrears management. • Ability to manage contractors and external service providers. • Strong problem-solving and conflict-resolution abilities. • Strong organisational, administrative and reporting skills.