Job Openings at City Property Administration (Pty) Ltd

Adjustments to Tenant Accounts.

• Generate instructions (multi, single or CSV) to Data Capturers from RFI’s received once the account has been reconciled to ensure that the request is relevant.
• Generate instructions to charge LMR to tenant accounts as per schedule received from Utility specialist.
• Generate instructions to transfer deposits to rental accounts as per Tenant Diaries received from Supervisors.
• Prepare instruction to charge repairs to tenant accounts as per Vacate inspections received from Property Managers.
• Ensure that RFI’s are signed off by the correct parties and that the correct supporting documentation is attached.
• Ensure that Notice of Cancellation, Amendments and Re- instatements have been signed by the relevant parties.
• Ensure that Edit Tenant notes re the above have been updated on MDA.
• Check Consent to Transfer form to ensure that banking details on MDA are correct.

Finalizing Tenant Accounts.

• Calculate interest on deposit and credit to tenant accounts for vacating tenants.
• Reconcile tenant accounts and ensure that tenants have been charged correctly from start of lease.
• Ensure that final reconciliation and Vacate inspection is sent to FBI for tenants with a debit balance.
• Ensure that there are no job cards outstanding.
• If the tenant has another account with City Property, ensure that the correct Consent to Transfer form is obtained and the refund transferred to the new account.
• Complete the refund sheet and ensure that it balances with tenant’s account on MDA.
• Send refund pack to Portfolio and Property Manager to be signed as per SODA.
• Ensure that refunds are returned timeously from Portfolio and Property Managers and sent to Creditors to process the refund to the tenant.

Clearing Ex- Tenant credit balances.

• Inform Credit Control of incorrectly allocated receipts.
• Reconcile tenant accounts to determine balance and do necessary corrections to clear balance.
• Resolve queries on accounts before month- end.
• Ensure that all accounts with a vacate date older than three months have been cleared.

General administration.

• Ensure that instruction lists, and Instruction lists on Excel are kept up to date.
• Accuracy of correspondence.
• Timeous feedback on Tenant Diaries and Ex-Tenant lists.

Attend to additional duties as allocated:

• Assist with training of new employees (Internal and from other departments).
• Assist with incoming work when a team member is on leave/ off sick.

Requirements

Qualifications & Experience:

• Matric required with accounting as a subject.
• 2 years’ experience in an account environment required.

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Manage the payment process to ensure that all municipal accounts are paid as well as timeous top up of pre-paid meters and council related queries.

• Ensure that copies of municipal accounts are obtained on a monthly basis two days prior to month end (i.e. the 3rd last work day of the month) to ensure that all accounts are paid.
• Make repeat payments on accounts not received from Council two working days prior to month end.
• Reconcile all accounts with opening balances.
• Reconcile accounts where SODA approval is required.
• Update the monthly payment register and ensure that it balances with MDA.
• Ensure that credit register is accurate and completed on the due date as per the deadline register (monthly).
• Ensure that the credit register balances with the MDA.
• Ensure that the initial top-up payment is made 48 hours after switch over notification is received from Council.
• Ensure top-up payments are made based on notifications received before supply is disconnected.
• Ensure that the consumption derived from the pre-paid meter is in line with the consumption derived from the expense information received from the meter reading company.
• Ensure that all estimated readings are logged at Council as per the prescribed timeframe.
• Ensure that all Council related issues are logged accurately on CRM.
• Follow up on outstanding Council issues from Council Liaison Officers and update notes accurately.

Manage recoveries process to increase profitability on buildings.

• Ensure that all tenant schedules are sent on the first working day of the month to the meter reading company.
• Ensure that all MDA imported errors are resolved.
• Ensure that all vacating and new tenants are correctly adjusted on MDA before batches are posted.
• Ensure that all last meter readings are correctly calculated and deleted from the import batches.
• Ensure that all MDA exception reports are printed, reviewed and tenants adjusted when required (to be done two days prior to billing run).
• Ensure that all metered recoveries are reviewed, approved and ready for posting two days prior to the billing run.
• Ensure that all MDA Exception reports are submitted for approval two days prior to billing run.

Manage tenant related queries.

• Ensure that all cases are logged for tenant and property queries received from Meter Readers and Property Managers.
• Ensure that the query details and follow ups are recorded accurately and in full on CRM.
• Ensure that all cases are resolved before the issue due date is received. 
• Ensure that due dates are extended when issues cannot be resolved before the due date.

Completion and balancing of the monthly unit schedule.

• Ensure all unit schedules are fully completed on the due date as per the deadline register.
• Review calculations and compare to detailed ledger to ensure that the unit schedule balances with the MDA general ledger.
• Explain any exceptions or variances on the unit schedule.
• Ensure completion of required information (e.g. reading dates etc.) on the monthly unit schedule.
• Ensure that additional checks between municipal reading versus Meter Reader are accurate.
• Ensure additional provisions are reviewed and only calculated in line with policies.
• Ensure additional provisions are analyzed regularly.  If query resolved, additional provisions can be reversed.

Requirements

Qualifications & Experience:

• Matric qualification required.
• 2 - 3 years’ relevant experience in utilities and basic bookkeeping/accounting preferred