Property Admin Controller

2 weeks ago

East London, Eastern Cape, South Africa Profile Personnel Full time

COMPANY OVERVIEW
Our client specializes in the development, leasing and management of commercial and industrial
real estate. 

ROLE OVERVIEW
As the Property Administration Controller, you will be responsible for overseeing all administrative tasks related to our properties, ensuring that they are running smoothly and
efficiently. In doing so, you will ensure that a positive work environment is maintained for staff whilst achieving high hit rates of collections and administrative deadlines are met.

RESPONSIBILITIES

Maximise Collections by:

  • Optimizing staff performance.
  • Leading and motivating the Team to achieve set out goals and objectives.
  • Ensure Team are working efficiently and accurately.
  • Setting clear, measurable goals and deadlines.
  • Closely monitoring performance and attending to concerns.
  • Regular team meetings to align goals and strategies.

Ensure queries on any outstanding balances and/or short payments and/or other issues are attended to by the relevant Supervisor and follow-up on balance of payment where required.

Preparation of reports for Administration Manager:
Ensure Supervisors are submitting necessary reports from their teams.

  • Ensure Supervisors are submitting necessary reports from their teams.
  • Ensure Revenue Management Controller is submitting their required reports.
  • Team performance metrics.
  • Any reports requested by Management.

Tenant Relationships: 

  •  Maintain and ensure you and the team have good relationships with the tenants at all times.
  • Pro-actively intervene on accounts when necessary.
  • Escalate problem accounts to management.
  • Ensure smooth administration of accounts.
  • Adjustments on accounts must be actioned with urgency.
  • Prepare recons, interest schedules, rates calculations when required.
  • Engage with tenant directly when required.
  • Arrange and attend meetings with high profile tenants when account queries arise.

Staff Relationships:

  • Promote and motivate excellent employee relationships.
  • Provide job coaching when needed.
  • Attend to disputes/internal conflicts without delay.
  • Prepare for succession planning and upskilling employees.
  • Assist staff to achieve faster turnaround times and more effective time management.
  • Plan monthly training sessions with the staff.
  • Plan and execute onboarding of new staff.
  • Have regular meetings with the Supervisors and Clerks.
  • Maintain excellent communication with the team.
  • Maintain excellent communication between departments.

Billing and Pre Billing:

  • Assist in preparing the pre-billing Rentroll sheets.
  • Investigations on errors and solving problem at the source

High Profile Tenants (VIPS):

  • Dealing with these personally until they can be handed over to Supervisor.
  • Keeping respective recons updated.

New Building Onboardings:

  • Facilitate smooth take-on of new tenants.

Rentroll & MDA System

  • Updating and maintenance.
  • Monitoring data input by Team to ensure accuracy.

Tenant Account Adjustments

  • Check validity of submitted and processed adjustments.
  • Submit to Property Administration Manager for approval.

Back up to the Support Office Team Leader

  • Engage regularly with the Team Leader to keep abreast of Team Leader functions/responsibilities, active queries and the like.

Daily catch up with the Property Administration Manager via Teams

  • General discussion of planning for the day/week.
  • Progress reporting for any active projects.
  • Tenant concerns.
  • Staffing concerns.

Projects

  • Co-ordinate with necessary staff and drive planning, adoption and completion of projects.

Submission of Files to Legal Department

  • Checking the files and ensure required is included.
  • Presentation of file to Legal.

Annual Audit

  • Co-ordinate with Property Administration Manager and Finance Department to manage necessary data collation for the Annual Audit.

Annual Rates & Refuse Increase Calculations

  • Co-ordinate with the Support Office Leadership team (Supervisors, Team Leaders and Manager) as well as the companies Municipal Department to prepare and finalise the Annual Rates Increases.
  • Any further tasks or projects required by Management from time to time.

Psychometric tests are required to be undertaken by shortlisted candidates.

Only shortlisted candidates will be contacted. Should you not receive a response within 14 days please consider your application unsuccessful. We will keep your CV on our database
for any other relevant roles that may arise. 

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