PROPERTY Administration Officer  – JOB OVERVIEW

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

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

Requirements

• Grade 12 (Matric); property-related diploma advantageous
  

• Proven supervision experience
  

• 2–3 years’ experience in property admin/billing (essential)
  

• Knowledge of property and utilities sector (essential)
  

• Proficiency in Excel; MDA/SAGE an advantage
  

• Strong finance and debt collection knowledge
  

Key Skills

• Leadership and team management
  

• Strong communication and customer service
  

• Highly organized and deadline-driven
  

• Problem-solving and analytical ability