Debtors Manager 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

Collections of rentals from NSFAS and Private tenants

• Reconciling of accounts where required
• Collection of 95% of monthly rental due in both NSFAS and Private students.
• 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 NSFAS and Private students 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 Private Accounts & Customer Service team
• Approval of leave requests of team
• General office management

Reporting

• Report to the Head of Department on debtors status and meetings held with NSFAS
• 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 residential tenants
• Attend to property inspections of residential tenants
• Management of vacate process for NSFAS and Private students and residential tenants and charging against any damages prior to processing of refunds as and when required

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 NSFAS 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)