Property Admin Officer

Level-Up; East London; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A property management company in East London is seeking a Leasing Administrator to handle tenant relations, invoicing, and accounts payable. The ideal candidate will maintain accurate records, manage collections proactively, and ensure timely payment of creditors. Strong organizational and communication skills are essential for success in this role.

Qualifications

• Strong organizational skills to maintain tenant records.
• Experience in handling collections and invoicing.
• Ability to resolve tenant complaints effectively.
• Knowledge of accounting principles and cashbook management.

Responsibilities

• Maintain accurate tenant files and lease agreements.
• Proactively manage tenant collections and relationships.
• Accurately process accounts payable transactions.
• Reconcile accounts and ensure timely payments to creditors.

Skills

Tenant relationships

Reconciliation skills

Customer service

Attention to detail

Accounting knowledge

Job description

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 elevate 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.