Property Administration Supervisor

The Focus Group; East London; On-site; ZAR 360,000 - 540,000; Full time

Job summary

The Focus Group seeks an experienced Property Administration Supervisor in the Eastern Cape, South Africa. You will supervise the billing and collections function, lead a clerical team, and manage a portfolio of buildings, from lease onboarding to payments.

Strong leadership, planning, and relationship-building with customers and operations teams are essential for success in this role.

Qualifications

• Grade 12 is required.
• A diploma in property management is advantageous.

Responsibilities

• Oversee and streamline billing processes.
• Supervise own clerical team.
• Monitor staff attendance and productivity.
• Maintain quality assurance for processes.
• AR and cash book reconciliations.
• Prepare monthly ledger reconciliations and aging reports.
• Provide collection status updates to management.

Skills

Team player

Service oriented

Communication skills

Client management

Planning & time management

Deadline driven

Pressure management

Problem solving

Education

Grade 12

Diploma in property management (advantageous)

Job description

Property Administration Supervisor

ROLE OVERVIEW:

We are looking for an experienced Property Administrator who will be responsible for supervising and planning the billing and collections operations.

The successful candidate will be key in establishing and maintaining effective and cooperative working relationships with customers, facility managers and property operation teams.

In addition to maintaining oversight on their own clerical team, the prospective candidate will also be responsible for their own portfolio of buildings, which will encompass the full administrative function from lease onboarding to accountants payable and cash book reconciliation.

This position is highly visible and requires a strong leader with the ability to prioritize, plan, and supervise the clerical team.

RESPONSIBILITIES:

• Oversee and streamline billing processes.

• Supervising their own clerical team.

• Monitor staff attendance, timekeeping, productivity and adherence to company policies and procedures.

• Assist said team in all necessary areas.

• Monitor arrears, collection activities, and the following of processes.

• Maintain and implement quality assurance for all processes.

• Respond and mitigate billing escalations.

• Upload tenant charges into MDA and reconcile to the accounting system.

• Assist with ensuring invoices are delivered to customers accurately and in a timely manner.

• Ensure invoices are uploaded to third party bill systems on time and accurately.

• Observe and adhere to established processes, procedures, policies, and guidelines.

• Team building and training.

• Assist with AR related special projects as necessary.

• Weekly and monthly ledger reconciliations, aging review and reporting to direct supervisor.

• Review monthly delinquency notifications to operations team.

• Confirm and reconcile customer disputes as they pertain to payment of outstanding balances due.

• Provide excellent & considerate customer service to external and internal customers

• Meet defined department goals and collection metrics.

• Provide weekly/monthly detailed collection status to management.

• Property administration for own portfolio:

• Leasing administration, billing and receipts/refunds

• Tenant collections

• Tenant relations

• Accounts receivable (debtors) and cash book reconciliations

REQUIREMENTS

• Grade 12

• Relevant diploma in property management field advantageous

• 2-3 years in a similar role

• Property industry and utilities experience essential

• Minimum junior level management experience

• Intermediate Excel skills

• Experience in customer service

• SAGE/MDA experience advantageous

SKILLS

• Ability to work as part of a team

• Friendly, helpful, and service orientated

• Excellent communication skills, written and verbal

• Client management skills

• Planning, organizing and time management

• Deadline driven and achievement orientated

• Ability to work under pressure to tight deadline

• Problem-solving and critical thinking