Job Description

The purpose of the role is to effectively manage arrears and perform certain administration for the department.

Managing tenant accounts.

1. Follow up and collect all outstanding monies from current and ex-tenants who are in arrears.

2. Negotiate payment arrangements.


3. Provide statements to relevant parties when required.

4. View banking unallocated and suspense accounts for payments received with incorrect reference numbers and send correct information to banking.

5. Provide feedback on arrears as required.


6. Ensure that all files handed over to Legal are accurate and complete.

7. Resolving tenant queries (e.g. account reconciliation, assessment rates, utilities etc.)

Credit control administrative duties.

1. Ensure that the credit control policies and procedures are complied with.

2. Sign an MOU with all tenants for which payment arrangements are made.

3. Send out the appropriate default letters.

4. Blacklist all tenants as per company policy.

5. Update the notes on the arrears report daily.

6. Ensure that all instructions are issued are accurate, complete, and authorised in terms of the SODA timeously where adjustments to tenant accounts are to be made.

7. Update and correct tenant information as required.

8. Reconcile credit balance accounts to make sure that they are correct.

9. Check the rent-roll reconciliation report monthly.

10. Attend to tenant CRM cases timeously & effectively.

11. Communicate on a regular basis with the Property Manager regarding problematic tenants.

Perform administrative functions for the department.

1. Prepare documents for the department, correspondence, etc.

2. Prepare monthly packs as required.

3. Minute taking in meetings.

4. Accurate filing of documents.

5. Provide assistance with the annual leave control for the department (building managers).

6. Coordinate the training for new staff.

7. Diary management and preparing in advance to ensure that there is no duplication in the dairy and allowing for rescheduling of meetings as required.


8. Ensure that the teams are fully aware of scheduled appointments.

9. Book meetings and meeting venues.

10. Coordinate and provide administrative duties related to community projects and social events.

11. Ensure good housekeeping of the department.


12. Managing the petty cash.

13. Monitor team movements to ensure familiarity regarding their whereabouts.

14. Organize parking as required.

15. Control and collect all documents required for performance reviews and complete the necessary checklist/control sheet. Follow up with employee regarding outstanding reports.

Working conditions:

Office Based.

Qualifications & Experience:

1. Matric qualification required (with accounting as a subject preferred).

2. Up to 2 years credit control experience required.

3. 1 year experience in administration.

Skills & Knowledge Required:

1. Basic knowledge of MDA preferred.

2. Basic Accounting knowledge.

3. Understanding of account reconciliations.

4. MS Office:

a. MS Word - Intermediate


b. MS Excel - Intermediate

c. MS Outlook - Intermediate

5. Diary and event management skills.

6. Administrative knowledge and skills including drafting correspondence, minute taking, report writing, etc. Good typing skills are a prerequisite.

7. Good communication skills, literacy, and proficiency in English.

8. Good telephone etiquette.

9. Ability to maintain confidentiality

10. Ability to meet set deadlines

11. Knowledge of customer service with internal and external stakeholders.

Personal

Attributes:

1.

Problem solving

- find solutions, where required.

2.

Reality testing

- be objective; see things as they really are.

3.

Impulse control

- resist or delay impulse to act.

4.

Flexibility

- adapting emotions, thoughts, and behaviors.

5.

Stress tolerance -

coping with stressful situation.

6.

Interpersonal relationships

- building mutually beneficial relationships.

7.

Empathy

- understanding and appreciating how others feel.

8.

Independence

- be self-directed and free from emotional dependency

9.

Assertiveness

- be non-offensive.

10.

Self-assured

- be self-assured and at ease with people in all types of situations.

11.

Persuasion

- negotiating, selling, influencing, and attempting to persuade people or trying to change the point of view of others.

12.

Multitasking

- dealing with several activities at a time, enjoying being given new tasks before they have finished another.

13.

Teamwork

- cooperation with others, good-natured attitude and encouraging people.

14.

Persistence

- seeing tasks to completion, not giving up, dislike leaving things unfinished.

15.

Rule

following

- adhere to rules and strictly follow work regulations.

16.

Attention to detail

- focus on details, strive for perfection and be well organised.