Property Administrator at Lakowe Lakes Golf & Country Estate

The ideal candidate would be required to maintain the Rental pool properties and report activities in a timely manner 

Maintenance and Repairs

• Schedule and implement proactive maintenance e.g. fumigation, painting, routine inspections of properties
• Ensure functionality of lighting, air conditioning, furniture fittings, plumbing works, and overall building structure are operating properly to provide expected service to guests.
• Escalate, follow-up and close out on all building structural issues with the Mixta Facilities team at Lakowe Lakes Golf and Country Estate
• Maintain a set of duplicate keys and power cards for all properties. Ensure that these keys are available to the Front office on request
• Work closely with the Hospitality maintenance team to ensure power, Internet and DSTV issues are completed before the arrival of check-in guests.
• Inspect, report and close out on issues in all checked out properties. Issues may include theft, breakages or wear and tear
• Contract and supervise repairs and maintenance works
• Develop and manage Rental pool maintenance budgets
• External and Internal Client Relationships Management
• Develop required relationships with homeowners in the rental pool
• Address all homeowners’ enquiries and complaints
• Liaise with prospective homeowners- provide draft Terms and Conditions, schedule and attend show around of other Rental pool properties, discuss and close out on homeowner’s subscription of the Rental pool
• Develop strong relationship with the Facility team in Lakowe Lakes Golf and Country Estate
• Update and communicate the Rental Pool Furnishing requirements list as required
• Execute exemplary customer service to drive customer satisfaction and loyalty by assisting the Rental pool homeowners and monitor their satisfaction during and after onboarding into the Rental Pool.
• Hand hold the homeowners by providing furnishing guidance throughout the Rental pool onboarding process
• Communicate in a timely manner, all required repairs to the respective homeowner
• Adhere to all legal terms outlined in the Terms and Conditions communicated to each homeowner. Especially terms pertaining to expenses
• Develop appropriate and strategic relationships with other homeowners outside the Rental Pool
• Reporting and Record Keeping
• Keep accurate records of all homeowner property inventory
• Conduct routine checks of property inventory
• Keep accurate and timely record of all use of each property
• Communicate monthly “Reservations Report” to homeowners on the 25th of each month
• Process homeowner monthly payments on the 25th of each month. The goal is to pay the homeowner before the 2nd of the following month.
• Maintain accurate database of all homeowners’ contact details and information
• File and maintain records of  all legal documents for the Rental pool
• Report monthly expenses made on each property to management
• Track and report feedback from guests regarding the Rental pool
• Co-ordinate records of maintenance history and ensure that cyclical maintenance jobs and records are maintained up to date
• Timely communication of out of order rooms to the Operations Team

Key Performance Indicators

• Timely maintenance and repairs in the Rental Pool. All apartments are inspected after each check out.
• Output: Report and Status updates on issues and timely (48 hours) maintenance execution
• Zero tolerance for DSTV, Power and Internet complaints
• Output: Rental pool Guest Check-in Checklist (submitted on a daily basis) and zero complaints on DSTV, Power and Internet
• Weekly property inspection on all properties
• Output: Weekly report on Rental pool property snags, must include status update. Immediate reports on out of order rooms (email communication).
• High quality customer service when dealing with homeowners
• Output: Homeowner weekly Interaction reports and email escalation of issues with homeowners

Property Asset Management

• Output: Bi-weekly Inventory report for each property with status update on replacements or asset recovery
• Timely Property Activity Reporting
• Output: Communicate monthly “Reservations Report” to homeowners on the 25th of each month
• Timely Remittance of Homeowner Monthly Payments
• Output: Pay the homeowner before the 2nd of the following month.
• Knowledge Requirements
• Knowledge of Property Maintenance
• Knowledge of reporting on Microsoft Excel and Power Point

Skill Requirements

• Time Management
• Interpersonal Skills
• Analytical Ability
• Meeting Management
• Report Writing
• Emotional Intelligence
• Strong Communication Skills
• Strong Negotiation and Conflict Resolution Strategy

Personal Abilities

• Confidentiality
• Objectivity
• Attention to Detail
• Integrity
• Emphatic