Supervisor: Data Capture - Pretoria at City Property Administration (Pty) Ltd

Description

• The purpose of the role is to supervise the Data Capturers to ensure that all turnaround times are met while accuracy and quality of work are maintained.

Ensure the agreed upon turnaround times for the Data Captures are met.

• Monitor the received date on all documentation received to ensure that it is processed within the correct turnaround time.
• Manage the different turnaround times for commercial, residential, and parking leases as well as instructions (Multi, single and CSV) to ensure that it is processed by the due date.
• Ensure that tenant receipts, debit orders and Payments are emailed to Banking.
• Ensure that the Data Capturers reconcile tenant deposit lists.
• Ensure that repairs and maintenance batches are posted daily.

Manage the quality of the various outputs of the Data Capturers.

• Ensure that the agreed level of accuracy for Data Capturers is maintained and where possible ensure that improvement happens.
• Ensure that all leases and instructions that are captured are date stamped and signed.
• Ensure that all documents that are processed were authorized correctly as per the SODA.
• Ensure that the query register is completed for all documentation leaving the department and updated when query documents are returned.
• Ensure that transactions are captured in the correct financial period.
• Ensure that correct tenant codes, transaction codes and VAT codes are used.
• Prepare instructions to correct errors reported by other departments.

Prepare Monthly Management reports on department statistics

• Analyze residential and commercial control sheets, query registers, error reports and data capturing stats to determine performance of the Data Capturers.
• Prepare and submit monthly reports on the performance of the Data Capturers to the Head of Business Systems.

Provide support and guidance to the Data Capturers

• Ensure that the team follows the company policies and procedures.
• Compile and conduct monthly performance ratings in preparation for the bi-annual Performance Reviews.
• Improve teamwork to ensure that workflow is consistent.
• Provide training and coaching to new and existing team members where needed.
• Ensure Head of Business Systemsis consulted with regards to staff problems.
• Monitor and manage the team’s workload efficiently by distributing daily work equally and report any problems to the Head of Business Systems.
• Provide support to the Head of Business Systems to entrench the City Property culture and strategy into the team.
• Build relationships with Administrators, staff, management and other stakeholders. General 1.      Provide training of other staff as and when required.
• Ensure that all leases are sent to FBI once captured and reviewed.
• Update of “Leases Received Late” on relevant spreadsheet for commercial, residential and parking leases.
• Review and comment on the monthly Activity Audit Report.
• Review, comment and follow-up with other departments regarding leases not received for processing report.
• Assist with internal queries coming from other departments if and when required.

Working conditions:

• Office Based with no travelling required.

Requirements
Qualifications & Experience:

Matric Qualification required.

• 2 years’ experience in a data capturing environment required.
• 1 year supervisory experience required.
• Basic accounting experience required.

Skills & Knowledge Required: 

• Extensive knowledge of company processes.
• Advanced knowledge of MDA required.

Microsoft Office:

• MS Excel- Intermediate
• MS Word- Basic
• MS Outlook- Basic
• MS PowerPoint - Intermediate  

Personal
Attributes:

• Flexibility – adapting emotions, thoughts and behaviors.
• Stress tolerance – coping with stressful situation.
• Interpersonal relationships – building mutually satisfying relationships.
• Leadership – willingness to lead, take charge of situations, offer opinions and directions to others.
• Multitasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.
• Teamwork – cooperation with others, good-natured attitude and encouraging people.
• Rule following – adhere to rules and strictly follow work regulations.
• Attention to detail – focus on details, strive for perfection and be well organized.