Debtors Clerk

1 week ago

City of Cape Town Western Cape, South Africa Zeal HR Full time

**Debtors Clerk**

DEBTORS CLERK (CUSTOMER RELATIONS ADMINISTRATOR)

Herewith a list of tasks/responsibilities that will be required for our entire portfolio (UK, SA, 3rd Party etc.) from the Debtors Clerk/ Customer Relations Administrator, but not be limited

to the list below the following:
1. Debtors Clerk
- Tenant billings
- All tenant recoveries-utilities, expenses, rates, levy etc.
- Ensuring all recoverable expenses are recovered in full
- Reconciliations to determine under and over recovery of municipal services
- Reconciliation of rates and levy etc.
- Tenant deposit audits
- Monthly municipal control sheet
- Daily debtors reports (Company and 3rd party)
- Ensuring initial charges are billed to new tenants
- Ensuring that recoveries are set up correctly
- Ensuring that we are legally entitled to do requested billings and recoveries by

checking necessary documents/agreements
- Tenant account adjustments
- Tenant account recons
- Dealing with all tenant queries relating to tenant accounts
- Debt collecting
- Sending out letter of demands, arrears sms and reminder sms
- Handing over defaulting accounts/tenants to Attorneys
- Liaison with attorneys
- Ensuring feedback notes are updated on MDA
- Debt collecting progress reports
- Regular arrears feedback and meetings with relevant managers
- Liaison with meter reading companies
- Pre-billing checks
- Sending out tenant statements
- Carry out typing, filling, copying, scanning and other admin functions as necessary and instructed
- Completing of deposit slip for cheques receipt and ensuring banking thereof
- Receipting
- Updating tenant details
- Closing of tenant accounts
- Deposit refunds and tenant refunds
- Loading of debit orders
- Processing of debit orders
- Recons
- Training of new staff
- Assisting auditors
- Following up with bank on unallocated payments
- Reporting of cash received to FICA
- Ensure that information be treated as confidential
- Adhere to all workflows and processes as implemented by management and ensuring all necessary documents are completed.
- Maintain any relative documentation and records
- Reporting
- Loading and capturing of leases (Only if required and in absence of Leasing Administrator)
- Opening of tenant account (Only if required and in absence of Leasing Administrator)
- Liaising with Utility readers and providers

2. Customer Relations Duties (FM)
- Taking all tenant incoming calls and either deal with them, or re-route to relevant party/department
- Taking incoming calls from tenants relating to maintenance
- Logging of maintenance jobs reported by tenants
- Escalating it to the relative person in the facilities department.
- Liaising with tenants to inform them of FM progress, if need be
- Following up with tenants to determine tenant satisfaction in terms of FM matters logged and finalised
- Tenant liaison -FM, tenant accounts, general tenant queries, etc.

3. General
- Standing in for the Facilities Coordinator and Finance clerk, when required
- Bank recons and general financial recons, as required
- Any financial related function, as required
- Be responsible for managing own time and the coordination of duties with the demands from other divisions
- Adhere to all workflows and processes as implemented by management
- Any reasonable and lawful instruction related to work and given by an authorized person
- Assist and provide administrative support to the managers, property managers, admin managers and facilities when required

Qualifications and Experience:

- Must have a relevant financial qualification
- Must have at least 3 - 5 years experience
- Must have experience on MDA / MRI Property software

The Debtors Clerk/ Customer Relations Administrator may be required to perform other duties that may be reasonable be expected from time to time.

The Debtors Clerk/ Customer Relations Administrator description might change from time to time.

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