Real Estate Administration Manager

SmartUnit NV is a growing real estate investor specialised in semi-industrial real estate in Belgium. From our office in Aartselaar, we manage 15 sites leased to more than 150 companies. To strengthen our team, we are looking for a hands-on Real Estate Administration Manager who will help manage the administrative, operational and technical follow-up of our real estate portfolio and contribute to its further professionalisation.

Your role

Working closely with the Property Manager and other colleagues at SmartUnit, you ensure the smooth and accurate follow-up of our real estate portfolio. You are in contact with external partners, suppliers, contractors and tenants, and help safeguard a correct, efficient and professional way of working.

You will mainly work from our office in Aartselaar, with occasional visits to our sites.

As Real Estate Administration Manager, you are a versatile administrative professional who combines accuracy with strong organisational skills, a practical mindset and a solution-oriented approach.

Your responsibilities

Portfolio and contract administration

• Manage, structure and keep real estate and contract documentation up to date
• Register and follow up on lease agreements, contract amendments, extensions, terminations and tenant changes
• Manage bank guarantees, deposits, condition reports, handovers and transfer documents in the context of leasing or sales
• Provide administrative follow-up for inspections, damage claims, insurance files, vacancies, property tax and recharges

Technical management and maintenance

• Prepare and follow up maintenance schedules per site
• Coordinate repairs, interventions, technical reports and practical arrangements with tenants, suppliers and contractors
• Follow up damage claims in consultation with the insurance broker
• Organise and monitor preventive and corrective maintenance
• Prioritise technical interventions based on urgency, impact and budget

Service charges, budgeting and cost control

• Follow up provisions, settlements and recharges of common costs in consultation with the Finance Manager
• Collect, verify and structure cost information to ensure accurate settlements
• Support tendering processes and the follow-up of maintenance contracts and repair works
• Monitor maintenance budgets and perform content checks on supplier invoices

Tenant relations and operational follow-up

• Act as the first point of contact for tenants regarding practical, administrative and technical questions
• Handle and follow up complaints, reports and technical issues
• Ensure timely feedback, correct follow-up and tenant satisfaction
• Coordinate appointments relating to works, access, condition reports, interventions and handovers

Internal collaboration and process optimisation

• Coordinate property-related tasks and monitor deadlines
• Contribute ideas for more efficient processes and internal management tools
• Support the further professionalisation of real estate administration and operational processes

Your profile

• 3 to 5 years of experience in administration, property management, real estate management, the construction sector or a similar environment
• Bachelor’s degree in real estate, business management or another relevant field
• Strong organisational and administrative skills
• Good knowledge of Excel and digital tools
• Interest in real estate and technical-operational management
• Accurate, structured and reliable way of working
• Solution-oriented, proactive and hands-on mindset
• Strong communication skills when dealing with tenants, suppliers and internal stakeholders
• Ability to work independently, while keeping collaboration and priorities in mind

Competencies

• Strong administrative skills and attention to detail
• Organised and structured
• Analytical and cost-conscious
• Proactive and solution-oriented
• Professional communicator
• Hands-on and results-driven
• Independent, responsible and discreet

We offer

• A key role within a growing real estate portfolio
• A broad position with impact on administration, technical management, tenant relations and internal processes
• A pleasant working environment
• A young and dynamic team with short decision-making lines
• A high level of autonomy, responsibility and room for initiative
• A hands-on working environment focused on efficiency and results
• A competitive and attractive salary package, including a company car and fringe benefits
• The opportunity to grow together with the organisation