POSITION PURPOSEResponsible for the assisting in the management of the Property. Assist in ensuring maximum income of Property through effective property management. Responsible for collecting monies owing in respect of properties managed by the company. Responsible for performing collection activities associated with various accounts. Reviews accounts, determines probable reasons for account status, and contacts clients to resolve the delinquencies. Utilises various techniques, as circumstances indicate, to promptly collect on accounts. Ensures that the Company's professional image is maintained.ESSENTIAL FUNCTIONS AND BASIC DUTIESAssumes responsibility for the effective and professional performance of collections functionsReceives, reconciles and control production of monthly rent rolls and reports from the computer system and verifies the status of the accountsFollows up on accounts by telephone, personal contact, and correspondence to secure a satisfactory resolution to the repayment problem. Discusses possible financial arrangements, informs clients of potential legal actions, and suggests financial counselling to arrive at suitable payment arrangements. Continues to collect until the account becomes a write-off, bankruptcy, or attorney account. Makes early contact with clients to collect and keep them informed of account statusUtilises effective human relations skills and various forms of persuasion to present a positive Company image in an already negative situation. Calms irate clients and answers questions and complaints relevant to Department functions. Determines reasons for delinquencies and works toward permanent solutions. Minimizes losses by early actionsUtilises further appropriate collection methods if initial attempts do not secure required payment. Recommends extensions of due dates - Suggests consolidations and financial counsellingPosts approved extensions and notifies clients of new due date by mailPerforms collections efforts in accordance with Company policies and procedures and ensures they are legally compliantAssumes responsibility for the efficient administration of collections activitiesKeeps accurate and up-to-date activity reports on late and potentially late accountsDocuments all collection actions taken, including telephone conversations, alternative financial arrangements, and correspondence on computerResearches accounts that appear on late and potentially late records to ensure that Company errors are detected promptly - Provides clients the opportunity to fully explain their account statusEnsures both monthly and ad-hoc rental and fee statements are sent out timeously.Controls and monitors tenant payments in terms of rentals, deposits, lease fees, stamp duties etc.Liaises with tenants as appropriateHandles rental queries efficiently and diplomaticallyQueries tenants' short paymentsEnsures the daily receipting and processing of tenant paymentsLiaises with book keeping and accounting staff re bank account deposits, queries and misallocationsGenerally, ensures thatRent (and other charges) are paid by the 1st of each monthLetters of demand after the 3rd to defaulting tenantsSummons's are issued after the 21st day to defaulting tenantsControls and administers legal processes for the recovery of lease charges due and/or eviction of tenantsMotivation and processing of write-offsAssumes responsibility for timely and accurate preparation and submission of management reportsPreparation of detailed debtors reports and graphs illustrating weekly and monthly collections:Weekly/monthly arrears against billings (debtor's day calculations)Monthly graph of weekly collections against previous month/yearPreparation and submission of attorneys' reports on all legal mattersDaily Receipting on tenant accountsJournal entries and corrections to tenant accounts to ensure updated tenant statements are presented to tenantsReconciliation of bank statements (where appropriate) and tenants' accountsAssumes responsibility for ensuring that professional business relations are established and maintained with clients and external contactsMaintains the Company's professional reputation throughout collections operations and in all contacts with clientsMaintains confidentialityDevelops contacts with credit bureaus and other financial institutions - Uses shared information to effectively minimize Company lossesAssumes responsibility for establishing and maintaining effective communication and coordination with Company personnelAssists area personnel as neededKeeps management informed of activities, progress toward established objectives, and of any significant problemsAttends and participates in meetings as requiredAssumes responsibility for related duties as required or assignedStays informed of changes in collections policies, procedures, and related legal requirementsEnsures that work area is clean, secure, and well maintainedPERFORMANCE MEASUREMENTSProblem accounts are closely monitored and reviewedAppropriate collections actions are instituted which are in accordance with established Company policies and are legally compliantOutstanding accounts are promptly collected - A delinquency ratio which meets management standards is maintainedProfessional business relations exist with clients - Clients are properly assisted with their financial problems and their questions are courteously answered.Required reports and records are accurate and timelyGood working relations exist with area personnel and with management - Management is appropriately informed of area activitiesCompilation and capture of electricity and water readingsQUALIFICATIONSEducation/Certification: Matric with Bookkeeping3 Years related experienceEssential own transportPrior experience in property related field would be recommended but not a requirementREQUIRED KNOWLEDGEKnowledge of collection procedures and related laws and regulationsUnderstanding of Company policiesFamiliar with default and enforcement clausesSKILLS/ABILITIESExcellent administration abilitiesAble to organise, co-ordinate, and direct team activitiesGood communications and grammar skillsAble to use all related equipment and computer applications
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