Job title : Property Administrator
Job Location : Gauteng, Johannesburg
Deadline : December 21, 2024
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ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for the effective and professional performance of collections functions
Receives, reconciles and control production of monthly rent rolls and reports from the computer system and verifies the status of the accounts
Follows 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 status
Utilises 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 actions
Utilises further appropriate collection methods if initial attempts do not secure required payment. Recommends extensions of due dates - Suggests consolidations and financial counselling
Posts approved extensions and notifies clients of new due date by mail
Performs collections efforts in accordance with Company policies and procedures and ensures they are legally compliant
Assumes responsibility for the efficient administration of collections activities
Keeps accurate and up-to-date activity reports on late and potentially late accounts
Documents all collection actions taken, including telephone conversations, alternative financial arrangements, and correspondence on computer
Researches 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 status
Ensures 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 appropriate
Handles rental queries efficiently and diplomatically
Queries tenants' short payments
Ensures the daily receipting and processing of tenant payments
Liaises with book keeping and accounting staff re bank account deposits, queries and misallocations
Generally, ensures that
Rent (and other charges) are paid by the 1st of each month
Letters of demand after the 3rd to defaulting tenants
Summons's are issued after the 21st day to defaulting tenants
Controls and administers legal processes for the recovery of lease charges due and/or eviction of tenants
Motivation and processing of write-offs
Assumes responsibility for timely and accurate preparation and submission of management reports
Preparation 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/year
Preparation and submission of attorneys' reports on all legal matters
Daily Receipting on tenant accounts
Journal entries and corrections to tenant accounts to ensure updated tenant statements are presented to tenants
Reconciliation of bank statements (where appropriate) and tenants' accounts
Assumes responsibility for ensuring that professional business relations are established and maintained with clients and external contacts
Maintains the Company's professional reputation throughout collections operations and in all contacts with clients
Maintains confidentiality
Develops contacts with credit bureaus and other financial institutions - Uses shared information to effectively minimize Company losses
Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel
Assists area personnel as needed
Keeps management informed of activities, progress toward established objectives, and of any significant problems
Attends and participates in meetings as required
Assumes responsibility for related duties as required or assigned
Stays informed of changes in collections policies, procedures, and related legal requirements
Ensures that work area is clean, secure, and well maintained
PERFORMANCE MEASUREMENTS
Problem accounts are closely monitored and reviewed
Appropriate collections actions are instituted which are in accordance with established Company policies and are legally compliant
Outstanding accounts are promptly collected - A delinquency ratio which meets management standards is maintained
Professional 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 timely
Good working relations exist with area personnel and with management - Management is appropriately informed of area activities
Compilation and capture of electricity and water readings
QUALIFICATIONS
Education/Certification: Matric with Bookkeeping
3 Years related experience
Essential own transport
Prior experience in property related field would be recommended but not a requirement
REQUIRED KNOWLEDGE
Knowledge of collection procedures and related laws and regulations
Understanding of Company policies
Familiar with default and enforcement clauses
SKILLS/ABILITIES
Excellent administration abilities
Able to organise, co-ordinate, and direct team activities
Good communications and grammar skills
Able to use all related equipment and computer applications
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