Property Administrator

Broll; Pretoria; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A property management company based in Gauteng, Pretoria is seeking a Property Administrator to assist in managing properties and collections. This role includes responsibilities such as maximizing income through effective property management, handling tenant payments, and ensuring compliance with company policies. The ideal candidate has a Matric qualification with bookkeeping and at least three years of relevant experience. Strong administrative and communication skills are essential.

Qualifications

• 3 years related experience in property management or collections.
• Knowledge of collection procedures, company policies, and related laws.

Responsibilities

• Assist in managing properties for maximum income.
• Perform collection activities on various accounts.
• Maintain accurate reports on tenant payments.

Skills

Excellent administration abilities

Good communications and grammar skills

Ability to coordinate team activities

Education

Matric with Bookkeeping

Job description

Job title : Property Administrator

Job Location : Gauteng, Pretoria

Deadline : December 17

POSITION PURPOSE

Responsible 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 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

Administrative / Management jobs