Property Administrator

ROLE OVERVIEW: 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.