Property Administration Supervisor

Our client, an established commercial and industrial property business, is seeking an experienced Property Administration Supervisor to oversee its billing and collections functions while managing the full administration of an assigned property portfolio.

The successful candidate will supervise a clerical team, coordinate month-end billing activities and maintain effective working relationships with tenants, facilities managers and property operations teams.

This is a hands-on supervisory role requiring strong property administration, billing, collections and reconciliation experience. The position requires someone who can balance team oversight with direct responsibility for lease administration, tenant accounts, accounts payable and receivable, and cash book reconciliations.

Key Responsibilities

Billing and Collections

• Oversee and streamline billing and collections processes.
• Coordinate the month-end close for the billing function.
• Upload tenant charges into the property management system and reconcile them against the accounting system.
• Ensure invoices are prepared and delivered to customers accurately and on time.
• Upload invoices to third-party billing systems accurately and within required deadlines.
• Respond to and resolve billing escalations.
• Review tenant accounts and follow up on outstanding balances.
• Confirm and reconcile customer disputes relating to outstanding payments.
• Review weekly and monthly ledgers, ageing reports and account reconciliations.
• Review monthly delinquency notifications before distribution to the operations team.
• Provide management with detailed weekly and monthly collection reports.
• Support accounts receivable projects when required.
• Work towards defined departmental goals and collection targets.

Property Portfolio Administration

• Manage the full administrative function for an assigned portfolio of properties.
• Coordinate lease onboarding and ongoing lease administration.
• Manage tenant billing, receipts and refunds.
• Oversee tenant collections and respond to account-related queries.
• Maintain positive and professional tenant relationships.
• Process and monitor accounts payable and accounts receivable.
• Complete debtors, creditors and cash book reconciliations.
• Liaise with facilities managers and property operations teams regarding tenant and account matters.
• Maintain accurate and complete property and financial administration records.

Team Supervision

• Supervise, guide and support the property administration team.
• Plan and allocate work to ensure deadlines are met.
• Monitor the quality and accuracy of work completed by the team.
• Implement and maintain quality-assurance processes.
• Provide training, coaching and support to team members.
• Promote teamwork and effective communication within the department.
• Ensure compliance with established processes, policies, procedures and guidelines.

Customer Service

• Provide professional and considerate service to internal and external customers.
• Respond promptly to tenant, customer and internal queries.
• Build cooperative working relationships with tenants, facilities managers and operational teams.
• Escalate unresolved account or service matters appropriately.

Minimum Requirements

• Grade 12.
• Two to three years of experience in a similar property administration, billing or collections role.
• Property industry experience is essential.
• Utilities administration experience is essential.
• Previous experience at a junior management or supervisory level.
• Intermediate Microsoft Excel skills.
• Previous customer-service experience.
• Experience with SAGE or MDA will be advantageous.
• A relevant diploma in Property Management or a related field will be advantageous.

Key Competencies

• Strong supervisory and team-management ability.
• Excellent written and verbal communication skills.
• Strong customer and tenant relationship-management skills.
• Good planning, organisation and time-management skills.
• High level of accuracy and attention to detail.
• Deadline-driven and results-orientated approach.
• Ability to prioritise and manage competing responsibilities.
• Strong problem-solving and critical-thinking skills.
• Ability to work effectively under pressure and meet tight deadlines.
• Friendly, helpful and service-orientated manner.
• Ability to work independently and as part of a team.

Additional Information

Shortlisted candidates will be required to complete psychometric assessments as part of the recruitment process.