Property Admin Officer

18 hours ago

East London, Eastern Cape, South Africa Level-Up Full time R150 000 - R200 000 per year

Key Responsibilities

1. Leasing Administration

  • Maintain accurate and up-to-date tenant files and lease records.
  • Ensure all billing corresponds precisely with lease agreements.
  • Allocate tenant receipts and process corrections for any misallocations or unidentified receipts daily.
  • Verify and approve pre-billing reports for accuracy before the monthly rent roll.
  • Issue invoices and statements timeously, ensuring rental, recoveries, and receipts are always accurate.
  • Process ad-hoc invoices, account corrections, and refunds as required.
  • Manage account terminations and ensure arrears are either collected or handed over for legal collection promptly.

2. Customer Liaison and Collections

  • Proactively manage tenant collections while maintaining exceptional customer relationships.
  • Collect monthly rentals for the assigned portfolio and ensure adherence to payment terms.
  • Regularly reconcile tenant accounts and follow up on outstanding balances daily, weekly, and monthly.
  • Address and resolve tenant queries or complaints promptly, ensuring service level agreements (SLAs) are consistently met.
  • Maintain updated tenant contact details and communication logs.
  • Record all collection actions on reporting systems and escalate problem accounts for intervention where necessary.
  • Arrange and diarise payment plans, following up telephonically as agreed.
  • Attend to tenant meetings and maintain a professional, customer-focused approach in all interactions.

3. Accounts Payable and Cashbook Administration

  • Accurately process and reconcile all accounts payable transactions for the property portfolio.
  • Verify entries and reconcile system reports against account balances to ensure accuracy.
  • Record and allocate expenses by cost centre, ensuring invoice details are correctly captured.
  • Maintain vendor accounts and ensure all supporting documentation is up to date.
  • Perform full cashbook functions, including daily transaction processing and reconciliations between bank and ledger balances.
  • Review cashbook transactions for duplicates and promptly resolve reconciling or allocation discrepancies.
  • Ensure creditors are paid accurately and on time according to agreed payment terms.

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