Financial & Operations Assistant

1 week ago

Cape Town, South Africa Broll Property Group Full time

**POSITION PURPOSE**
- Under general supervision, performs a variety of routine administrational duties as specified by established procedures. Reviews, prepares, and process administration for Operations Managers, Instructing and monitoring of contractors to ensure target dates are reached, Prep and submit all relevant documents for payments. Prepares weekly reports on meter status, manages and report on the offline list weekly. Ordering of new energy stock. Assist with minute taking as and when required. The Operations Administrator will be expected to work such hours and overtime as may be required by your job, from time to time. The functions below are an indication to the basic duties but may not include additional tasks as dedicated by the Portfolio Executive.
- Responsible for analysing and reconciling detailed general ledger accounts as assigned. Keeps records and accounts accurate and current. Researches and resolves discrepancies and accounting errors. Completes related reports, summaries, and records. Creates monthly expense reports. Performs related clerical duties.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**

**Assumes responsibility for the accurate, efficient, and effective performance of routine administration of Operations functions.**
- Keeping track of all Operations Managers diaries - Ensuring all meetings on site are booked
- Obtaining feedback from those meetings and filtering through to the Property Manager
- Obtaining urgent quotes where necessary whilst Operations Managers are on site
- Compiling a database and working on additional contractor lists in rural areas
- Tenants can call the Operations Administrators directly with complaints etc., which will address immediately and keep the Property Managers and Portfolio Executive informed.
- Assists with motivations
- Set up appointments with Municipality
- Prepares monthly operations portion of management packs
- Issues order numbers
- Covers all admin and reduces the workload of the Ops Managers so they

**Assumes responsibility for maintaining effective communication and coordination with personnel and management.**
- Keeps management informed of area activities and of any significant concerns.
- Provides assistance and support to Operations Manager.

**Assumes responsibility for establishing and maintaining professional business relations with customers.**
- Researches and resolves problems and questions or properly refers them.
- Keeps customers properly informed of Company policies and procedures.
- Maintains Company's professional reputation.

**Assumes responsibility for related duties as required or assigned.**
- Keeps work area clean, secure, and well-maintained.
- Completes special projects as assigned.
- Attends meetings as required.
- Minute taking as and when required.

**Assumes responsibility for the accurate and timely completion of assigned accounting functions.**
- Responsible for Operational Financial Statements (i.e. Monthly accounts, Journals, schedules etc)
- Responsible for Debtors Administration (i.e. Tenant related accounting & checking pre-billing)
- Managing of rental income and checking all pre-billing
- Collection of Rentals and arrears
- Update and clear monthly accrual sheets as received from Head Office and investigating any accruals older than 30 days
- Following up on arrears Report (BOL) and liaising with Head Office finance department regards all arrears
- Arrears report - updated weekly and forwarded to Landlord
- Responsible for Creditors Administration (i.e. Load orders, process invoices for payments, etc)
- Manage and ensure payments of all invoices relating to Fountains Mall and Fountains Cinema with exception of Operational payments
- Manage and ensure completion of Invoice Control sheet with all relevant information (dates, suppliers, invoice numbers, amounts etc
- Supply Accountants at Head Office with Working Paper files to review
- Preparation and Capture of Budgets and Forecasts
- Attending Management Meetings
- Liaising with Head Office legal personnel regarding legal tenants in order to report to the Landlord
- Checking monthly pre-billing schedules received from Head Office and compiling and forwarding necessary journal entries to be executed
- Sending out monthly tenant statements / invoices
- Handling tenant queries regarding billing / invoices received and do recons on tenant accounts as needed
- Daily update of foot count report and monthly update re new sheets and formulae
- Forward monthly foot count per entrance to relevant role players
- Compile Monthly Brokers updates re foot count, turnover figures etc and forwarding to role players
- Manage office petty cash
- Do all purchasing and compile monthly report / claim. Forward same to Head Office for reimbursement after sign off from GM is received
- Compile monthly Photocopy usage report on first day of every month and forward same to Head Office for billing purposes (waste Removal, Security, Cleaning, Marketing included)
- Issuing

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