Debtors Clerk

Our client in Cape Town is looking for a Debtors Clerk to start ASAP

**DEBTORS CLERK (CUSTOMER RELATIONS ADMINISTRATOR)**

**Reports to**:

- Managing Director_
- Operations Manager_
- Property Managers_

Herewith a list of tasks/responsibilities that will be required for our entire portfolio (UK, BPG, 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 (BPG 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 given by an authorized person
- Assist and provide administrative support to the managers, property managers, admin managers, and facilities when required

For more information please contact:
**Michelle