Property Administration Controller

3 weeks ago

East London, South Africa The Focus Group Full time

**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. Based East London

**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 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 always have good relationships with the tenants.
- 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 tenants directly when required.
- Arrange and attend meetings with high profile tenants when account queries arise.

**Staff Relationships**:

- Promote and motivate excellent employee relationships.
- Provide 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 Rent-roll sheets.
- Investigations on errors and solving problems 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.

**Rent-roll & MDA System**
- Updating and maintenance.
- Monitoring data input by Team to ensure accuracy.

**Tenant Account Adjustments**
- Check the 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 ensuring required is included.
- Presentation of file to Legal.

**Annual Audit**
- Co-ordinate with the Property Administration Manager and Finance Department to manage the 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 SKG Municipal Department to prepare and finalise the Annual Rates Increases.

**Any further tasks or projects required by Management from time to time

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