Credit Controller at Africrest Properties

Position Purpose and Profile

It is a requirement of this position that the Credit Controller takes full responsibility for all administrative matters relating to the Residential- and/or Commercial Property Portfolio.  This includes liaising with service providers, contractors and property owners, capturing of statements and invoices, supplier details on the Company’s property management system (‘MDA’), creditor accounts administration, reoccurring payment management, the updating of data on MDA. The role also includes taking care of all the general office administration and day-to-day operations relating to creditors administration.

Principal Duties and Responsibilities

Daily Responsibilities:

• Creating procedures and policies that ensure timely payments of suppliers while ensuring assigned suppliers are paid per the invoice timelines.
• Reconciling complex supplier accounts that have been escalated.
• Monitoring supplier statements to ensure a reduction in supplier complaints.
• Liaising with suppliers, as well as internal personnel including directors.
• Strong analytical skills and attention to detail.
• Good business acumen for problem solving.
• Competency with large ERP systems.
• Confidence to deal with a range of stakeholders.
• Excellent time management skills and ability to prioritise a demanding workload.
• Proven track record of making successful decisions.
• Familiarity with data entry and analysis.
• The ability to listen and negotiate winning solutions.
• Closing suppliers on MDA at the end of service/SLA.
• Filing of all correspondence in respect of the above – Filing is mainly done on OneDrive.
• Updating of supplier details on MDA when necessary.
• Creditors administration
• Capturing of all creditor/supplier details on MDA including all VAT Numbers, banking details, company registration details, etc. & confirming of it against CIPC and EFTSure.
• Ensuring that all FICA- and COID documentation are obtained, confirmed, and filed with the supplier/SLA.
• Maintain supplier files within the requirements of POPI.
• Support Property managers in respect of creditor’ issues for the property portfolio.

General Administration

• General Administration (accounts, allocation of expenses, making suppliers who visit the office feel welcome, answering of phone calls, assisting where necessary to make sure the office is run in the most efficient manner, etc.).
• Assisting the Property Manager, Property Administrators and Head of Property Management in respect of administration requirements.
• Arranging meetings between the Property Manager and the suppliers where required.
• Filing of all correspondence in respect of the above.

Monthly Responsibilities

Financial

• Monitor and reconcile supplier payments and manage recoveries from tenants (maintenance, etc.).
• Month end processing including bank reconciliations.

Management Reports

• Preparing a supplier’s age analysis report for each property before 13h00 on the 17th of each month, including making the report available to property owners.

General

• Ensuring that all payments are loaded in terms of monthly service fees due on assigned suppliers/buildings.

Annual Responsibilities

• Archiving of supplier files and building office files including management of files in accordance with POPI.

Knowledge, Skills and Abilities Required

• Excellent written, verbal, interpersonal and organizational skills.
• Numeracy and financial skills and appreciation.
• Computer literacy and a thorough knowledge of the MDA property management system.
• Ability to adapt to a variety of environments and work demands.
• Ability to maintain a high level of sensitivity to client and supplier needs.
• Willingness to work additional hours as the demands of the job might indicate.
• Customer focused attitude.

Minimum Job Qualifications Required

• Matric
• Minimum 2 years property management experience
• MDA or similar experience (preferable)