Rentrol Administrator

Our client, a development and property company is looking for a Rentrol Administrator based in Durban.

**Job Purpose**:
Analyse and process transactions in respect of building expenses and recoveries as well as producing rental statements.

**Educational Qualifications and Other Job Requirements**

The preferred requirements of a Rentroll Administrator are as follows:

- BCOM Degree.
- At least 3 years client services and tenant management and strong financial experience.
- Thorough knowledge of MDA property management system.

**Duties & Responsibilities**:
**Debtors**:

- Bank statement receipting.
- Tenant reconciliations and queries.
- Obtain monthly utilities meter readings for buildings (municipal/meter readers).
- Analyse monthly usage of utilities by comparison to prior months.
- Load recoveries, utilities, new leases, addendums onto MDA.
- Complete adjustment forms in respect of tenants billing before loading on MDA.
- Input and discussion with portfolio team regarding negotiations, analysis of gross rental versus net rental.
- Communicate with operations staff any concerns regarding accuracy of meters and request meters to be tested, if needed.
- Draft letters pertaining to tenants for Property Managers to authorise/approve.
- Update Rental Schedules as requested by Property Executive / Financial Director (Qlikview).
- Tenant Rates/Insurance/Levies/Ops Costs recoveries when amounts change.
- Application for utilities account for new/existing building.
- Arrears reports to be extracted as and when needed, and any concerns to be communicated to Property Managers.
- Follow up on any tenant arrears - comments to be regularly updated on MDA.
- Print forward statements, check and obtain sign off from Property Manager before close off.
- Load arrear interest.
- Rent-roll Close off.
- Update all schedules (utilities, deposits, repairs and maintenance & Tenant Installation).
- Monitoring of deposits in place (rental and utilities deposits).
- Ensuring tenants paying municipality directly for utilities are up to date in payments.
- Staying up to date with financial policies and ensuring compliance therewith.

**Creditors**:

- Update invoices on creditors and municipal checklist schedule.
- Process monthly and ad hoc invoices (analyse recoverability of expense from tenant in terms of lease), once all the necessary approvals have been obtained.
- Ensure that municipality reads meters once every 3 months (at a minimum).
- Compare municipal usage to our own internal readings for recovery of municipal charges and investigate all differences.
- Follow up with municipality for any outstanding issues relating to rates, electricity, water, sewer and any other charges.
- Communicate any possible municipal back charges with Relationship Manager.
- Performing annual rates calculations and insurance renewals.

**Skills**:

- Highly accurate.
- Possess the acumen to spot any errors in records.
- Presence of mind and diligence.
- Excellent organizational skills.
- The ability to learn, adapt quickly, use initiative in proposing solutions to problems.
- Analysing information and clear presentation of collated information.
- Dealing with complexity.
- Data entry skills.
- Confidentiality.
- Attention to detail.
- Logical.

Salary - Market Related