ADMINISTRATOR-GENERAL’S DEPARTMENT

JOB DESCRIPTION

KEY OUTPUTS

• Estate properties maintained.
• Formal possession of properties taken.
• Property visits undertaken.
• Insurance and Property Taxes paid
• Rental Agreements prepared.
• Rents collected and remitted.
• Monthly/quarterly reports prepared.

• Properties in assigned portfolio are visited as per schedule.
• Formal possession of properties assigned are scheduled and taken.
• Maintenance requests are reported and addressed within specified timeframes.
• All properties assigned to Property Agents are individually monitored and reported on as per schedule.
• Insurance and Property Taxes are paid subject to availability of funds.
• Rental arrears are kept within agreed limits.
• Rent collection targets are achieved.
• Matters for legal action are referred to the Legal Services Section within specified timeframes.
• Agents are motivated and directed to achieve required deadlines.
• Tenants express satisfaction with the service provided by the Agency.
• Agency policies and procedures are adhered to.
• Confidentiality and integrity are exercised.

• Take Formal Possession of properties, prepare and submit reports within specified timeframes.
• Maintain current listing of all properties in assigned portfolio.
• Visit all estate premises in assigned portfolio annually.
• Prepare reports on all property visits conducted.
• Report theft, arson, malicious or other damage, and illegal possession of premises to Property Manager and the Operations Section.
• Prepare requests for estimates on properties assigned from external contractors and submit to the Property Manager.
• Liaise with Operations Section and Legal Services Section on estate matters.
• Keep abreast with new construction technologies and recommended improvements in property maintenance.
• Interview and screen tenants for new tenancy.
• Prepare rental agreement for Property Manager’s authorisation.
• Meet with Property Agents monthly to review their performance.
• Review and monitor all tenants in arrears.
• Submit requests to the Legal Services Section for Demand Letters and Notices to Quit.
• Write File Notes of all correspondence of property matters on rent files.
• Recommend rental rates for annual review.
• Review the necessary Real Property Legislation particularly the Rent Restriction Act.
• Prepare and submit property expenses in relation to insurance premium, property taxes, commission to Property Agents and other property expenses.
• Assist with property valuation for insurance purposes.
• Prepare monthly report on properties assigned.
• Maintain manual and electronic property files.
• Attend court as required.
• Perform other related duties as assigned from time to time by the Property Manager.

• Recommend payment for minor repairs.
• Recommend notices to quit for tenants.

• Good knowledge of property maintenance and administration.
• Good knowledge of the Laws of Real Property.
• Good understanding of Rental Accounting.
• Working knowledge of relevant computer applications.
• Good communication and interpersonal skills.
• Good negotiating skills.

• BSc in Real Estate Management and Valuation (formerly Land Economy Valuation Surveying) or equivalent qualification/training.
• Two (2) years’ related experience in property management/administration.