Debtors Manager - Key Clients and Commercial at South Point Management Services

Responsibilities

• Debtor Management and Administration
• Lease Administration, Billing and Receipts
• Leases administration is done correctly – Billing, Leases, signed, filed & supporting documentation obtained (including FICA coordination where required)
• Investigate all un-allocated receipts and clear against tenant’s account in order to clear TAA (Tenant’s age analysis)
• Process corrections of misallocations & unidentified receipts on a daily basis
• Administration of billing of non-rental matters such as lost keys, sleep over damages and payment thereof
• Statements are issued timeously & rental accrual and receipts is accurate at all times
• Ensure that pre-billing reports are print, checked for accuracy & approved before the next Rent Roll
• Review of rent rolls to ensure accuracy of billings
• Report and manage all exceptional reports & ensure that Billing & tenancy codes are correct
• Credit vetting of prospective tenants where required
• Ad-hoc invoicing against security deposits and project work
• Collections of rentals from bursars/sponsors and commercial tenants
• Reconciling of accounts where required
• Collection of 95% of monthly rental due in both sponsored student’s commercial tenants
• Following-up daily, weekly, monthly to ensure that debtors/students adhere to terms of payment
• Ensure that queries on any outstanding balances and/or short payments are done by team by contacting tenants / sponsors directly and to follow up on balance of payment if required
• Diarize payment arrangements for all outstanding balances and follow up telephonically on agreed date
• Ensure that bad debts do not exceed 1% of annual revenue

Refunds

• Manage Processing of refunds as and when required

Team Management

• Ensuring that staff comply to debtors’ collection procedures relating to lock outs and de-activations
• Ensuring that debtors collection procedures are followed i.e. Biometrics deactivation and lockout as per lockout procedure document
• Ensuring adequate staff training takes place
• Manage inter-departmental relations
• Training of staff within the Key Clients and Commercial team
• Approval of leave requests of team
• General office management.

Reporting

• Report to the Head of Department on debtors status and meetings held with sponsors / tenants
• Ad hoc reporting as required

General

• Attend to all audit queries & make sure that they are resolved timeously
• All ad hoc tasks as assigned to by management
• Attending & representing the company in matters handed over to Housing Tribunal Courts by tenants
• Maximisation of recoveries from non-residential tenants
• Attend to property inspections of non-residential tenants
• Management of vacate process for non-residential tenants and charging against any damages prior to processing of refunds as and when required
• Coordinate maintenance issues for non-residential tenants

Client liaison and management

• Proactively engage with tenants and or student sponsors to create professional relationships, creating and maintaining through constant follow-ups and meetings
• Handling of Student/Tenants queries & ensure that Customer services is adhered to all the time
• Ensure that courtesy calls are made to the tenants/sponsors to confirm that client has no queries and requested reconciliation of their accounts
• Manage all client queries and e-mails & ensure that they are responded to on the day of receipt
• Ensure that Response to queries is within 24 hours of receipt and resolve within 5 working days
• Liaise with and manage relationships with clients to ensure accounts are paid on time
• Client retention (customer care) through ongoing phone calls, emails and meetings
• Constant engagement with internal stakeholders (Marketing, Facilities, Finance) to ensure client satisfaction and retention.

Skills and Qualifications:

• Matric
• Degree in Financial Accounting/related
• Honours an added advantage
• At least 3 years debt collection experience
• Customer Care experience
• Experience to be related to Finance or Accounting as the role requires an Financial/Accounting acumen
• Experience in managing a team
• Computer Skills (MS , Excel (Intermediate to advanced) & Powerpoint)
• ERP Knowledge (oracle an added advantage)