Property Administrator

The Employee will be responsible for their own portfolio of buildings, administration of which will encompass the full function from lease onboarding to reconciling cash books.

RESPONSIBILITIES:

Leasing Administration

Ensure accurate leasing administration, billing, and timely processing of receipts/adjustments/refunds:

Maintain tenant files.

• Ensure billing corresponds to lease.
• Allocate tenant receipts.
• Process corrections of misallocations and unidentified receipts on a daily basis.
• Ensure invoice/statements are issued timeously and that rental, recoveries and receipts are accurate at all times.
• Ensure that pre-billing reports are checked for accuracy and approved for the next rent roll.
• Ad-hoc invoicing and account corrections when required.
• Termination of accounts and ensure all arrears are collected or handed over for legal collection timeously.

Customer Liaison

Proactively manage tenant collections & ensure excellent customer service is delivered:

• Maintain good relationships with all tenants in portfolio.
• Collection of monthly rental due for portfolio.
• Reconciling of accounts regularly.
• Follow up daily, weekly, and monthly to ensure that debtors adhere to terms of payment.
• Ensure that queries on any outstanding balances and/or other issues are attended and follow-up on balance of payment where required.
• Diarise payment arrangements for all outstanding balances and follow up telephonically on the agreed date.
• Proactively engage with tenants, creating and maintaining professional relationships though structured communication and meetings.
• Updating tenant contact detail changes.
• Handle tenant queries/complaints ensuring customer service SLAs are always adhered to.
• Ensure collection protocols are enforced and problem accounts are escalated timeously for interventions.
• Regular recording of collection actions on reporting systems.

Accounts Payable Administration

• Ensure accurate accounts payable and cashbook processing for portfolio:
  
  • Reconcile processed work by verifying entries and comparing system reports to balances.
    
  • Record account expenses by cost centre and invoice details.
    
  • Ensure all vendor paperwork and accounts are up to date.
    
  • Maintain accounts by verifying and posting account transactions.
    
  • Full cashbook function including reconciliations between bank and ledger balances.
    
  • Process Cashbook transactions daily and accurately.
    
  • Proactively resolve any uncertainties for allocations and process corrections when required.
    
  • Review cashbook to ensure there are no duplicated items.
    
  • Identify and resolve any reconciling items to ensure creditors are paid on time as per their payment terms.

REQUIREMENTS:

• Matric (Grade 12) required; relevant certificate/diploma in Finance/Accounting will be advantageous.
• Minimum 2–3 years' experience as a Debtors Clerk/Accounts Receivable Clerk.
• Proven Accounts Receivable (AR) processing experience on SAGE (capturing/allocations, invoicing, statements, age analysis, customer account maintenance).
• Strong debt collecting experience (follow-ups, payment arrangements, dispute resolution and escalation where required).
• Experience in property/building portfolio accounts (tenant billing and collections, arrears management, reconciliations) will be advantageous.
• MDA (property management system) experience is preferential.
• Sound understanding of credit control principles and internal controls.
• Intermediate Excel skills (e.g., VLOOKUP/XLOOKUP, pivots, reconciliations) and strong attention to detail.
• Excellent communication skills (written and verbal) and professional client/tenant engagement.
• Ability to work under pressure, meet deadlines and manage a high-volume portfolio.