Property Administration Supervisor at Prudent HR Solutions

About the Role

• Our client is seeking an experienced and detail-oriented Property Administration Supervisor to oversee billing, collections, and property administration functions across a portfolio of commercial and industrial properties.
• The successful candidate will be responsible for supervising the administrative team, ensuring accurate financial processing, maintaining strong tenant relationships, and meeting collection targets.
• In addition to supervisory responsibilities, the candidate will independently manage a portfolio of properties, overseeing all administrative functions from lease onboarding to accounts payable, receivable, and cashbook reconciliations.

Key Responsibilities
Billing & Financial Administration

• Supervise and streamline tenant billing and collections processes.
• Oversee month-end billing procedures and ensure accurate financial reporting.
• Upload and reconcile tenant charges in MDA and accounting systems.
• Ensure accurate and timely invoicing, including third-party billing platforms.
• Perform weekly and monthly ledger reconciliations and debtors' age analysis.
• Manage billing disputes, payment discrepancies, and escalations.
• Monitor outstanding balances and implement effective collection strategies.
• Prepare weekly and monthly collection reports for management.

Property & Tenant Administration

• Manage a designated property portfolio, including lease administration and tenant onboarding.
• Oversee rental billing, receipts, refunds, and tenant collections.
• Manage accounts payable, accounts receivable, and cashbook reconciliations.
• Maintain accurate tenant records and financial documentation.
• Build and maintain strong relationships with tenants, facility managers, and property operations teams.
• Resolve tenant queries professionally and efficiently.

Team Supervision & Compliance

• Supervise, train, and support the property administration team.
• Monitor team performance against departmental targets and collection metrics.
• Ensure compliance with company policies, procedures, and quality standards.
• Identify opportunities to improve administrative processes and operational efficiency.
• Assist with accounts receivable projects and departmental initiatives.

Key Skills & Competencies

• Strong leadership and team management skills.
• Excellent communication and interpersonal abilities.
• Property and tenant relationship management.
• Financial administration and reconciliation skills.
• Strong planning, organisational, and time management abilities.
• Analytical thinking and problem-solving skills.
• High attention to detail and accuracy.
• Ability to work under pressure and meet strict deadlines.
• Customer-focused approach with strong conflict-resolution skills.

Requirements

• Grade 12 (Matric).
• Relevant qualification in Property Management or a related field advantageous.
• Minimum 2–3 years' experience in property administration or a similar role.
• Property industry and utilities administration experience essential.
• Previous supervisory or junior management experience required.
• Intermediate Microsoft Excel proficiency.
• Strong customer service and tenant management experience.
• Experience with Sage and/or MDA advantageous.