Administrator: Data
City Property
2023-08-15 Pretoria
Job Ref #: LC0115
Industry: Accounts
Job Type: Permanent
Positions Available: 1
City Property Administration (Pty) Ltd is a residential and commercial property management company that has been operating since 1968 with their headquarters in Pretoria and a supporting office in Johannesburg. City Property transforms buildings and injects fresh vitality into our inner cities.
Job Description
The purpose of the role is to reconcile vacated tenant accounts accurately and in the required time frame to ensure the tenants are refunded correctly and on time. The role is also responsible for the correct adjustment to tenant accounts based on requests received from Property Management and Credit Control. Lastly the role is responsible for clearing ex-tenant accounts with credit balances.
Adjustments to Tenant Accounts.
1. Generate instructions (multi, single or CSV) to Data Capturers from RFI’s received once the account has been reconciled to ensure that the request is relevant .
2. Generate instructions to charge LMR to tenant accounts as per schedule received from Utility specialist.
3. Generate instructions to transfer deposits to rental accounts as per Tenant Diaries received from Supervisors.
4. Prepare instruction to charge repairs to tenant accounts as per Vacate inspections received from Property Managers.
5. Ensure that RFI’s are signed off by the correct parties and that the correct supporting documentation is attached.
6. Ensure that Notice of Cancellation, Amendments and Re- instatements have been signed by the relevant parties.
7. Ensure that Edit Tenant notes re the above have been updated on MDA.
8. Check Consent to Transfer form to ensure that banking details on MDA are correct.
Finalizing Tenant Accounts.
1. Calculate interest on deposit and credit to tenant accounts for vacating tenants.
2. Reconcile tenant accounts and ensure that tenants have been charged correctly from start of lease.
3. Ensure that final reconciliation and Vacate inspection is sent to FBI for tenants with a debit balance.
4. Ensure that there are no job cards outstanding.
5. If the tenant has another account with City Property ensure that the correct Consent to Transfer form is obtained and the refund transferred to the new account.
6. Complete the refund sheet and ensure that it balances with tenant’s account on MDA.
7. Send refund pack to Portfolio and Property Manager to be signed as per SODA.
8. Ensure that refunds are returned timeously from Portfolio and Property Managers and sent to Creditors to process the refund to the tenant. Clearing Ex- Tenant credit balances.
1. Inform Credit Control of incorrectly allocated receipts.
2. Reconcile tenant accounts to determine balance and do necessary corrections to clear balance.
3. Resolve queries on accounts before month- end.
4. Ensure that all accounts with a vacate date older than three months have been cleared.
General administration.
1. Ensure that instruction lists and Instruction lists on Excel are kept up to date.
2. Accuracy of correspondence.
3. Timeous feedback on Tenant Diaries and Ex-Tenant lists.
4. Attend to additional duties as allocated:
* Assist with training of new employees (Internal and from other departments).
* Assist with incoming work when a team member is on leave/ off sick.
Working conditions:
Mostly office based
Job Requirements
Qualifications & Experience:
1. Matric required with accounting as a subject .
2. 2 years’ experience in an account environment preferable .
Skills & Knowledge Required:
1. Word – Intermediate
2. MDA – Basic
3. Outlook - Basic
4. Excel – Basic
Personal Attributes:
1. Problem solving – find solutions when emotions are involved.
2. Reality testing – be objective; see things as they really are.
3. Flexibility – adapting emotions, thoughts and behaviors.
4. Stress tolerance – coping with stressful situation.
5. Interpersonal relationships – building mutually satisfying relationships.
6. Independence – be self-directed and free from emotional dependency.
7. Assertiveness – communicating feelings and beliefs; being non-offensive.
8. Social confidence – be self-assured and at ease with people in all types of social situations.
9. Multitasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.
10. Teamwork – cooperation with others, good-natured attitude and encouraging people.
11. Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
12. Rule following – adhere to rules and strictly follow work regulations.
13. Attention to detail – focus on details, strive for perfection and be well organized.
14. Planning – enjoy making detailed plans and long-terms plans.
15. Analytical thinking – like solving complex problems, carefully analyze information and use logic to address issues and problems.
