Property Administration Clerk
We are seeking an experienced and organized property administration clerk to join our team. The successful candidate will provide support and assistance to the Property Administration Team in all aspects of the day-to-day administration of the rental portfolio. This is an entry-level position where the prospective candidate will be responsible for his/her 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/refunds.
- Maintain tenant files.
- Ensure billing corresponds to lease.
- Investigate all un-allocated receipts and clear against tenant accounts.
- Process corrections of misallocations and unidentified receipts on a daily basis.
- Ensure invoice/statements are issued timeously and rental and accruals 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.
- Manage processing of refunds when required.
CUSTOMER LIASON
- Proactively manage tenant collections & ensure excellent customer service is delivered.
- Maintain good relationships with all tenants in portfolio.
- Collection of monthly rentals due for portfolio.
- Reconciling of accounts.
- Following 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 to by the relevant team leader and follow-up on balance of payment where required.
- Diarize payment arrangements for all outstanding balances and follow up telephonically on the agreed date.
- Proactively engage with tenants, creating and maintaining professional relationships through structured communication and meetings.
- Handle tenant queries/complaints ensuring customer service SLA’s are always adhered to.
- Effective relationship management ensuring that accounts are paid on time.
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.
- Review cashbook to ensure there are no duplicated items.
- Follow-up and clear reconciling items.
REQUIREMENTS
- Grade 12
- Diploma in Finance/ Accounting or Public Administration (Advantageous)
- SAGE Experience
- MDA Experience
SKILLS
- Ability to work as part of a team.
- Friendly, helpful, and service-oriented.
- Excellent communication skills, written and verbal.
- Planning, organizing, and time management.
- Deadline driven and achievement oriented.
- Ability to work under pressure to tight deadlines.
- Problem-solving and critical thinking.
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