Debtors Administrator

Location: Johannesburg, Gauteng
Job Type: Permanent

About the Opportunity

A well-established property management organisation is seeking a detail-oriented Debtors
Administrator to join its finance team. The successful candidate will be responsible for managing
tenant accounts, capturing and allocating receipts, maintaining accurate debtor records,
reconciling accounts, assisting with billing processes, and ensuring the effective collection of
outstanding amounts.

This role requires a candidate with strong financial administration experience, excellent attention
to detail, and the ability to build positive relationships with tenants and internal stakeholders.

Key Responsibilities

Debtors Administration

Capture and allocate tenant receipts on a daily basis.

Maintain accurate and up-to-date tenant accounts.

Investigate and resolve account discrepancies, including payment misallocations,
overpayments, discounts, and direct deposit errors.

Process journals to ensure accurate general ledger updates.

• Reconcile debtor accounts and submit reconciliations for review.

Manage marketing debtor accounts and related reconciliations.

Credit Control & Collections

Monitor arrear accounts and assist with the collection of outstanding rental payments.

Update arrears reports and provide feedback on collection activities.

• Maintain accurate debtor notes and collection records.

Issue letters of demand to defaulting tenants.

Compile and prepare documentation required for legal collection processes.

Liaise with external attorneys regarding accounts that have been handed over.

Billing & Recoveries

Capture tenant load sheets and ensure accurate tenant billing.

Verify and allocate municipal charges and recoveries.

Calculate municipal, rates, and operational cost recoveries.

Calculate turnover rentals and communicate with tenants regarding supporting
documentation requirements.

Ensure all tenant-related charges are correctly raised and reflected on accounts.

Lease & Tenant Administration

Maintain lease information within the property management system.

Load and update lease details and operating costs.

Manage tenant deposits and bank guarantees, including renewals and reconciliations.

• Ensure all tenant account information remains accurate and current.

Assist tenants with account, rental, and municipal billing queries.

Financial Reporting & Compliance

Prepare monthly tenant statements and supporting documentation.

Ensure statements are distributed accurately and on time.

Prepare reconciliations for management reporting purposes.

Assist with audit requirements and auditor requests.

Prepare reports, KPI information, and other finance-related reporting.

Support the broader finance team with ad hoc administrative and reporting requirements.

Stakeholder Management

Liaise with tenants regarding billing, payment, and account queries.

Work closely with internal departments to obtain information required for tenant

accounts.

Build and maintain professional relationships with tenants and service providers.

Communicate unusual charges and account adjustments effectively.

Minimum Requirements

Qualifications

Degree or Advanced Diploma in Finance, Accounting, Business Administration, or a

related field.

Experience

2-3 years' experience within a finance, debtors, accounts receivable, or property finance

environment.

Experience with debtor reconciliations, collections, and account administration.

Property management industry experience will be advantageous.

Technical Skills

Property Management System experience (MDA preferred).

Proficient in Microsoft Office Suite, particularly Excel.

Strong reporting and reconciliation skills.

Understanding of debtor management processes and controls.

Competencies

Strong Attention to Detail

Problem-Solving Ability

Planning and Organising

• Time Management

• Customer Service Orientation

• Communication Skills

Accountability and Ownership

Decision-Making Ability

• Team Collaboration

• Conflict Resolution

Adaptability and Flexibility

Results-Driven Approach

Ability to Work Under Pressure

What We're Looking For

The ideal candidate is highly organised, analytical, and capable of managing multiple priorities
within a fast-paced finance environment. You will have a strong customer service mindset,
excellent numerical accuracy, and the ability to build positive working relationships while
ensuring effective debtor management and collections.

If you have a passion for finance administration, debtors management, and delivering
accurate financial support, we would like to hear from you.