Property Administration Controller
3 days ago
Level-Up East London, Eastern Cape, South Africa
Property Administration ControllerAs the Property Administration Controller, you will be responsible for overseeing all administrative tasks related to our properties, ensuring smooth and efficient operations. Your role will be crucial in fostering a positive work environment for staff while maintaining high collection rates and meeting administrative deadlines.
Key ResponsibilitiesMaximizing Collections- Optimize team performance by leading, motivating, and providing guidance to achieve set goals and objectives.
- Ensure the team works efficiently and accurately to meet targets.
- Set clear, measurable goals and deadlines, regularly monitoring performance.
- Conduct team meetings to align strategies and address concerns.
- Ensure queries related to outstanding balances, short payments, and account issues are handled promptly by the relevant supervisor.
- Follow up on payments where necessary.
- Ensure supervisors and the Revenue Management Controller submit the required reports.
- Track team performance metrics and provide updates.
- Prepare any additional reports requested by management.
- Maintain strong relationships with tenants, ensuring a smooth administrative process.
- Proactively intervene on problematic accounts and escalate issues when necessary.
- Ensure timely adjustments on accounts, including reconciliations, interest schedules, and rate calculations.
- Engage with tenants directly when required and arrange meetings with high-profile tenants for account-related matters.
- Foster positive employee relationships and provide coaching as needed.
- Address internal conflicts and disputes without delay.
- Implement succession planning and employee upskilling initiatives.
- Assist staff in improving turnaround times and time management.
- Plan and execute monthly training sessions and onboarding programs.
- Maintain effective communication within the team and across departments.
- Assist in preparing rent roll sheets and ensuring accuracy.
- Investigate and resolve billing errors at the source.
- Personally manage VIP tenant accounts until they can be handed over to a supervisor.
- Keep reconciliations updated and ensure issues are resolved swiftly.
- Facilitate the smooth take-on of new tenants.
- Maintain and update tenant records, ensuring accurate data input by the team.
- Review the validity of submitted and processed adjustments.
- Submit adjustments for Property Administration Manager approval.
- Regularly engage with the Team Leader to stay updated on their functions and active queries.
- Discuss daily and weekly planning.
- Provide updates on ongoing projects, tenant concerns, and staffing issues.
- Coordinate with the team to plan, adopt, and complete projects.
- Oversee the submission of legal files, ensuring all required documentation is included.
- Collaborate with the Finance Department and Administration Manager on annual audits.
- Work with the Support Office Leadership Team and Municipal Department to finalize annual rates and refuse increases.
- Carry out additional tasks or projects as required by management.
- Strong leadership, organizational, and problem-solving abilities.
- Excellent communication and interpersonal skills.
- Proven ability to manage collections, tenant relations, and staff performance.
- Attention to detail with a high level of accuracy in reporting and administration.
- Ability to work independently and collaboratively within a team.
- Proficiency in Microsoft Office and property management software (MDA preferred).
Mid-Senior level
Employment typeFull-time
Job functionAccounting/Auditing and Finance
IndustriesVenture Capital and Private Equity Principals
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