Job Vacancies at City Property Administration (Pty) Ltd

The purpose of the role is to manage arrears effectively.

Managing tenant accounts.

• Follow up and collect all outstanding monies from current and ex-tenants who are in arrears.
• Negotiate payment arrangements.
• Provide statements to relevant parties when required.
• View banking unallocated and suspense accounts for payments received with incorrect reference numbers and send correct information to banking.
• Provide feedback on arrears as required.
• Ensure that all files handed over to Legal are accurate and complete.
• Resolving tenant queries (e.g. account reconciliation, assessment rates, utilities etc.)

Administrative duties.

• Ensure that the credit control policies and procedures are complied with.
• Sign an MOU with all tenants for which payment arrangements are made.
• Send out the appropriate default letters.
• Blacklist all tenants as per company policy.
• Update the notes on the arrears report daily.
• Ensure that all instructions are issued are accurate, complete, and authorised in terms of the SODA timeously where adjustments to tenant accounts are to be made.
• Update and correct tenant information as required.
• Reconcile credit balance accounts to make sure that they are correct.
• Check the rent-roll reconciliation report monthly.
• Attend to tenant CRM cases timeously & effectively.
• Communicate on a regular basis with the Property Manager regarding problematic tenants.

Skills & Knowledge Required:

• Basic knowledge of MDA preferred.
• Basic Accounting knowledge.
• Understanding of account reconciliations.

MS Office:

• MS Word – Basic
• MS Excel – Basic
• MS Outlook – Basic
• Good communication skills, literacy, and proficiency in English.
• Good telephone etiquette.  

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Perform Financial tasks and duties associated with the role.

• Ensure that the budgets are prepared accurately and timeously.
• Monitor the current arrears.
• Monitor monthly budget and action when required.
• Compile monthly variance report.

Perform administration related functions.

• Issue and log jobs and use the Monitor jobs reports to monitor the work done.
• Authorize quotes and invoices.
• Compile monthly variance report.
• Ensure that the Repairs & Maintenance budgets are executed. 
• Price control in terms of invoicing.
• Manage and report on vacancies and status thereof.
• Monthly reporting on the Portfolio’s performance of the buildings (ClickView reports).
• Authorise RFI vacate instructions and final adjustments.
• Authorise deposit refunds and monitor and manage the deposit and refund process.
• Ensure that the coordination between all departments is smooth by managing the process.
• Manage the administration process.
• Ensure that the standardized letter and correspondence are issued and filed.

Perform operational tasks and duties associated with the role.

• Manage and monitor the various inspections conducted by the Property Manager.
• Manage and administer the customer services queries (CRM) in a timeous and effective manner.
• Identify buildings that require refurbishments.
• Chair monthly financial, team and building manager meetings.
• Contributing to the Sales & Marketing meetings to provide innovative ideas. 
• Identify implement strategies on how to improve poor performing properties were required.
• Make suggestions regarding poor performing properties and the strategies around that.
• Observe inefficiencies in the business and make suggestions to improve productivity.
• Build relationships with all stakeholders.
• Price control in terms of invoicing
• Monitor the quality of workmanship of contractors Staff management of the subordinates. Coaching & mentoring of the staff.
• Motivate and encourage the team members to perform effectively.
• Monitor and manage performance agreements twice a year.
• Identify and manage poor performance by developing an effective corrective plan.
• Provide constructive feedback to subordinates regarding their performance.
• Oversee the work of the subordinates and ensure that they do their work as required.
• Mediate the process between various parties when required to ensure that matters are handled effectively.
• Select and recruit suitable new staff members.
• Identify talent within the business and encourage development and retention of staff.

Provide an effective customer service function.

• Ensure that the team are providing high quality customer service levels by managing the queries in a prompt manner.

Requirements
Qualifications & Experience:

• Tertiary qualification in Property Management related qualification preferred.
• 5-10 years’ property experience preferred.
• Estate Agencies Affairs Board Competency Certificate (NQF Level 4).
• Code 08 Drivers License required.
• 3 years’ experience in staff management