Property Portfolio Administrator

RecruitMyMom

. Own day-to-day administration across the property portfolio, including rental statements, repairs follow-up, arrears tracking, tenant changeover administration, and letting agent queries .

Posted 9/25/2026full-timeRemote • South AfricaMid-LevelSeniorWebsite

Tech Stack

Tools & technologies

Cloud

About the role

Key responsibilities & impact

Own day-to-day administration across the property portfolio, including rental statements, repairs follow-up, arrears tracking, tenant changeover administration, and letting agent queries
Track and action safety certificates, property insurance renewals, council tax setups, and utility transitions before deadlines
Maintain accurate records across CRM platforms, mortgage schedules, shared cloud folders, and digital portfolio trackers
Maintain a complete mortgage and refinance schedule across all financed properties
Identify mortgage end dates early and initiate refinance preparation at least three months in advance
Coordinate refinance progression with brokers, lenders, valuers, and legal teams
Manage the portfolio inbox by acknowledging, prioritising, and progressing incoming queries
Act as the central information hub for portfolio updates shared with operational, finance, and marketing teams
Build working relationships with letting agents, contractors, insurers, and professional advisers
Review portfolio cash flow, occupancy, and operating costs monthly
Bring forward at least one practical efficiency recommendation or cost-saving proposal each month
Produce regular reporting on portfolio position, refinance status, risks, and upcoming actions
Report to senior operations leadership and work alongside company directors

Requirements

What you’ll need

5+ years of experience in high-volume administration, senior operational support, project coordination, or executive assistant roles
Experience supporting international clients remotely is highly advantageous
High IT competency with spreadsheets and CRM platforms
Familiarity with Google Workspace tools is a distinct advantage
Comfortable picking up new software quickly
Curiosity and agility in using AI tools to streamline admin workflows and drive efficiency
Flawless written and spoken English
Quiet, professional home office environment free from background noise
Reliable high-speed fibre internet connection
Robust backup power arrangements (Inverter/UPS) and secondary data options
Modern laptop/PC, high-quality headset, and clear webcam
Proactive, process- and tracker-disciplined, detail-focused approach
Commercial curiosity and tenacity
Ability to communicate confidently by phone and document decisions in writing
Ability to respect decision boundaries and escalate investment, lending, expenditure, and strategy decisions to Directors

Benefits

Comp & perks

100% remote, full-time permanent contract
Monday–Friday UK daytime schedule with a dedicated 1-hour lunch break
Continuous professional learning
Financial support for training
Assigned team buddy for ongoing onboarding support
Award-winning, highly supportive business with a warm, family-like team dynamic
Full training from the ground up
Dedicated remote-work setup requirements, including home office, fibre internet, backup power, secondary data options, laptop/PC, headset, and webcam