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POSITION PURPOSE

Responsible for the assisting in the management of the Property. Assist in ensuring maximum income of Property through effective debtor’s management. Responsible for collecting monies owing in respect of properties managed by the company. Responsible for performing collection activities associated with various accounts.  Reviews accounts, determines probable reasons for account status, and contacts clients to resolve the delinquencies.  Utilises various techniques, as circumstances indicate, to promptly collect on accounts.  Ensures that the Company's professional image is maintained.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the effective and professional performance of collections functions.

• Follows up on accounts by telephone, personal contact, and correspondence to secure a satisfactory resolution to the repayment problem. Discusses possible financial arrangements, informs clients of potential legal actions, and suggests financial counselling to arrive at suitable payment arrangements. Continues to collect until the account becomes a write-off, bankruptcy, or attorney account.  Makes early contact with tenant to collect and keep them informed of account status.
• Utilises effective human relations skills and various forms of persuasion to present a positive Company image in an already negative situation. Calms irate clients and answers questions and complaints relevant to Department functions.  Determines reasons for delinquencies and works toward permanent solutions.  Minimizes losses by early actions.
• Utilises further appropriate collection methods if initial attempts do not secure required payment. Escalates to client for extensions of due dates.
• Posts approved extensions and notifies clients of new due date by mail.
• Performs collections efforts in accordance with Company policies and procedures and ensures they are legally compliant.

Assumes responsibility for the efficient administration of collections activities.

• Keeps accurate and up-to-date activity reports on late, potentially late, and accounts.
• Documents all collection actions taken, including telephone conversations, alternative financial arrangements, and correspondence on computer.
• Ensures both monthly and ad-hoc rental and fee statements are sent out timeously.
• Controls and monitors tenant payments in terms of rentals, deposits, lease fees, etc.
• Liaises with tenants as appropriate.
• Handles rental queries efficiently and diplomatically.
• Queries tenants’ short payments.
• Ensures the daily receipting and processing of tenant payments.
• Liaises with finance department regarding bank account deposits, queries and mis-allocations.

Generally, ensures that:

• Rent (and other charges) are paid by the 1st of each month unless specified in lease.
• Letters of demand on the 3rd of each month to defaulting tenants. Recover LOD charge.
• Summons’s are issued as per the legal process.
• Administers legal processes for the recovery of lease charges due and/or eviction of tenants.
• Motivation and processing of write-offs, deposit refunds, etc.

Assumes responsibility for timely and accurate preparation and submission of management reports.

• Preparation of detailed debtor’s reports illustrating weekly and monthly collections:
  • Weekly/monthly arrears against billings (debtor’s day calculations)
• Preparation and submission of attorneys’ reports on all legal matters.
• Daily Receipting on tenant accounts.
• Journal entries and corrections to tenant accounts to ensure updated tenant statements are presented to tenants.
• Reconciliation of tenants’ accounts.
• Collection of monthly unaudited turnover figures to be collected and captured on the system.
• Collection of annual turnover certificates and collate documents for submission to accountants for calculation purpose.
• Preparation and calculation of annual rates increases.
• Refuse calculation and recovery and other ad hoc recoveries.
• Generate exhibition invoices as and when required and reconcile monthly.

Assumes responsibility for ensuring that professional business relations are established and maintained with clients and external contacts.

• Maintains the Company's professional reputation throughout collections operations and in all contacts with clients.
• Maintains confidentiality.
• Uses shared information to effectively minimize client losses

Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel.

• Assists area personnel as needed
• Keeps management informed of activities, progress toward established objectives, and of any significant problems i.e.: risks where tenants are heading towards Business Rescue.
• Attends and participates in meetings as required.
• Assist in compiling management packs.

Assumes responsibility for related duties as required or assigned.

• Stays informed of changes in collections policies, procedures, and related legal requirements.
• Ensures that work area is clean, secure, and well maintained as per housekeeping policy.
• Dress code must always be professional due to client requiring meetings at any time

 PERFORMANCE MEASUREMENTS

• Arrears KPI: 3%
• Deadlines are met
• Tenant queries are handled efficiently and diplomatically
• Recon turnaround time 48 hours, must be 100% accurate
• Rates/refuse and other recoveries must be 100% accurate
• Good working relations exist with area personnel and with management

QUALIFICATIONS

• Education/Certification: Matric
• Three years related experience on a property listed fund

REQUIRED KNOWLEDGE:            

• Knowledge of collection procedures and related laws and regulations.
• Understanding of Company policies, legal jargon, Business Rescue, Liquidation.
• Familiar with default and enforcement clauses.
• Interpretation of leases.

SKILLS/ABILITIES                           

• Excellent administration abilities.
• Able to organise, co-ordinate, and direct team activities.
• Good communications and grammar skills.
• Able to use all related equipment and computer applications.
• Time management is imperative.
• Ability to work well in stressful situations.
• Ability to work well independently.

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POSITION PURPOSE

Responsible for the maintenance of the building. Completes preventive maintenance, installs new equipment, and assists with routine building maintenance.  Completes work order records and files all related maintenance paperwork.  Assists area staff as required, responds to the maintenance needs of different departments, and keeps management well informed.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for effectively completing assigned maintenance duties.

• Continuously checks and inspects buildings to identify maintenance needs.
• Responds promptly and efficiently to tenant maintenance requirements.
• Responds promptly and efficiently to duties allocated to you by the building supervisor or regional building manager.
• Checks all main outer and inner doors (broken glass, open and close properly etc.).
• Checks exterior of buildings and identify problem areas.
• Checks and replace lights inside ladies and gent’s toilets, foyers, passages, stairways, parking areas. Also checks external security lights.
• Checks all fittings in toilets (taps, basis, urinals etc.).
• Checks all equipment such as air-conditioning plant, standby pumps, sump pump, water tanks, water feature equipment etc.
• Checks all fire equipment along with the building supervisor.
• Ensures that you are familiar with how the emergency equipment functions and what the emergency procedures are.
• Performs a visual check of the electrical distribution boards to ensure no loose wiring, etc.
• Performs repairs where necessary and if these cannot be repaired, advise building supervisor immediately.
• Identifies daily maintenance issues, communicates with the building supervisor and schedules the work for your attendance.
• Inspects equipment, checks operating condition, and logs repair needs.
• Follows all safety rules and procedures, and operates equipment in accordance with established safety policies and department procedures. Ensures compliance with legal regulations. Completes regular OSH inspections and updates monthly reports as appropriate.  Ensures that OSHA requirements are effectively implemented.

Assumes responsibility for tenant installations.

• Performs ad hoc quality control checks on tenant installations – during or on completion.
• Ensures premises are in satisfactory condition before the tenant moves in
• Along with the building manager assists tenants when they move into the premises
• Where necessary assists with the removal/relocation of partitioning

Assumes responsibility for establishing and maintain effective relationships with tenants.

• Maintains regular contact with tenants.
• Reports all items to building supervisor especially if tenants have lodged complaints.
• Ensures that urgent matters are reported immediately and attended to immediately.

Assumes responsibility for maintaining related records.

• Tracks and records repair and maintenance results.
• Completes work orders, lists materials issued and used, and files paperwork with appropriate personnel.
• Updates equipment maintenance records as appropriate.
• Completes equipment and supply orders as assigned.

Assumes responsibility for establishing and maintaining effective working relationships with area staff and with management.

• Assists area staff as needed.
• Ensures that management is appropriately informed of area activities.
• Attends meetings as required.
• Meets the maintenance needs of different departments throughout the facility.

Assumes responsibility for related duties as required or assigned.

• Ensures that work area and grounds are clean, secure, and well maintained.
• Completes special projects as assigned.
• Familiarises himself with emergency numbers and contractor’s details in order to assist the building manager or act up in his absence.

PERFORMANCE MEASUREMENTS

• Maintenance assignments are completed in accordance with established policies and procedures.
• Safety regulations are closely followed.
• Maintenance records, work orders, and department logs are accurate and up-to-date.
• Equipment is well maintained and in good operating condition. Preventive maintenance is performed as scheduled.
• Management is appropriately informed of area activities and of any significant problems.
• Good communication and coordination exist with area staff and departments.

QUALIFICATIONS

• Education/Certification: Standard Eight (Grade10)
• Additional training in maintenance and repair procedures.

REQUIRED KNOWLEDGE

• Basic knowledge of maintenance functions and safety protocol.
• Able to read and follow blue prints.

EXPERIENCE REQUIRED

• Minimum of two years of related maintenance experience.

SKILLS/ABILITIES

• Able to work well independently.
• Attention to detail.
• Solid hand/eye coordination.

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POSITION PURPOSE

• The Marketing Assistant is responsible for the full scope of web site and social media presence. Performs marketing research as needed. Assists with all elements of marketing as and where required. Customer Relations inclduing Public Relations and ensures that the Company’s professional reputation is projected and maintained.

ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for the following tasks regarding the Marketing Function:

• Assists with the implementing the marketing strategy for the Shopping Centre
• Assists with the implementing the brand strategy across all platforms.
• Assists with the managing and implementing of the print, digital and social media.
• Assists with effectively managing the marketing budget and planning of annual budget, driving cost efficiencies.
• Assists with maintaining regular research initiatives, driving the consumer engagement strategy and tenant mix engagement strategy.
• Assists with managing integrated communications strategy across all brand and promotional platforms.

Assumes responsibility for developing and maintaining effective public relations with customers, marketing professionals and external business contacts.

• Timeous response to all web, email and Facebook enquiries received.
• Assists with establishing and implementing effective communication with outside contacts including media.
• Assists with establishing and implementing effective communication with public, tenants and service providers.
• Assists with maintaining contact with existing and potential clients to promote exhibition sales.
• Ensures that requests and questions are promptly, appropriately and courteously resolved.
• Ensures that the Company’s professional reputation is maintained.

Assumes responsibility for the following tasks regarding Income and Expenses.

• Assists with meeting of monthly and annual Income targets for Exhibitions and Indoor Advertising.
• Assists with meeting of monthly and annual Expenses according to the Strategies and budget.
• Obtain quotations as required.
• Assists with sourcing and securing new exhibitors/advertisers.
• Assists with providing exhibitor information to security and management.
• Relationship building with current exhibitors/advertisers.
• Assists with preparing contracts, ensure they are invoices and invoices are paid for exhibitions.
• Assists with administration of Income and Debtors including paperwork trail and financial requirements with ISO standards. These include quotes, invoicing, collection of funds, authorizing and debtor’s control.
• Assists with administration of Expenses and suppliers, including paperwork trail and financial requirements with ISO standards. These include obtaining quotations, raising purchase orders, obtaining Invoices and statements, submissions to Finance for payment, loading of suppliers on the system.
• Assists with Weekly and Monthly reports.
• Assists with Design of all marketing materials
• Assist with the implementations of all exhibition expos
• Assist with ensuring that all FICA and legal requirements are adhered to at all times
• Assist with ensuring that all exhibition displays are quality checked pre and post set up
• Assist with ensuring that use of pop up store space is in line with all lease and operational requirements

Assumes responsibility for related duties as required or assigned (not limited to).

• Ensures that work area is clean, secure, and well maintained.
• Completes special projects as assigned.
• Assist with other periodic duties as required.
• Assists with Budgets and Forecasts.
• Full Social media responsibility and administrator of Facebook, Instagram, Website and any other social media platforms that are required.
• Daily updates and uploads to the web site and social media platforms
• Seek new marketing opportunities
• Campaign updates
• Tenant Promotion Uploads
• Google Review responses
• Google Questions responses
• Collecting Tenant Specials for advertising
• Prepare monthly Tenant newsletters first draft for Marketing Manager to approve
• Manage all internal signage and brief to designer
• Internal photos, directory signs, Dustbin images/advertising, snapper frame images/advertising
• Updating posters in the mall on a weekly basis
• Dealing with General Marketing duties when Joanne is not available
• Collecting Tenant Turnover performance information
• Assist the marketing manager with all marketing activities, events, etc as well as exhibitions so as to be able to fill in for the Marketing Manager when she is on leave or off sick.

PERFORMANCE MEASUREMENTS

• Management of all social media platforms and web site.
• Marketing research is valid, reliable, and a useful tool for management.
• Marketing programs and campaigns are appropriate, effective and reviewed regularly.
• Professional and effective public relations are communicated and maintained.
• Management is appropriately informed of area activities and of any significant problems. Required reports are accurate and timely. Suggestions for improved performance are provided.
• Income targets are monitored and strategies to improve and meet targets are implemented. Administration and Financial requirements are adhered to.
• Marketing expenses are in line with campaigns and budgets. Administration and Financial requirements are adhered to.
• Assist with Budgets and Forecasts.
• Completion of special projects as assigned.

EDUCATION/CERTIFICATION:

• Matric
• A marketing qualification will be advantageous
• Fully computer literate with MS suite of products

REQUIRED KNOWLEDGE:

• Knowledge of Company products and services.
• Understanding of sales and promotion techniques.
• Familiarity with local marketing vendors.
• Administration of Financial understanding.

EXPERIENCE REQUIRED:

• Minimum of 3 years of experience in marketing, managing social media platforms
• – Facebook, Instagram, Web Site
• Marketing and event management experience

SKILLS/ABILITIES:

• Strong interpersonal and public relations skills.
• Excellent organizational and analytical abilities.
• Solid writing skills.
• Able to operate computer applications.
• Able to manage and deliver KPI’s.

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POSITION PURPOSE

Responsible for lease administration as assigned. Keeps tenant records, deposit and lease fees accounts accurate and current. Completes related reports, summaries, and records, and performs related clerical duties.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the accurate and timely completion of assigned leasing administration functions, including:

• Terminates tenant accounts on instruction and notifies departments

Captures journal entries:

• Lease Fees & Deposits & appropriation of deposits
• Advises meter readers of changes
• Arrange invoices for tenants paying deposits/rental in advance
• Upload all relevant documents to BOL & send original lease for archiving
• Electricity & Water Adjustments – Notifies Utility Company, advises meter readers of tenant movements, Electricity & Water adjustments
• Send tenant copies of signed lease & offer
• Credit rating procedure

Assumes responsibility for the accurate and timely completion of assigned lease administration functions, including:

• Drafts and prepares leases
• Keep register of all lease movements
• Captures and Processes lease agreements via owner’s approval form
• Cedes leases
• Prepares, cancels and amends Lease agreements, Addenda and Suretyships
• Handles & checks deposits, bank guarantees & maintaining replacement bank guarantees & additional deposits, updating all reports accordingly
• Reconciliation of deposit account
  • Adhering to assigned deadlines & timelines as required
• Ensuring all processes in terms of lease tracking are adhered to

Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management

• Maintains regular contact with other departments to obtain information and/or to correct transactions (Liaise with Property Administrator on tenant movement)
• Assists Portfolio Management personnel as needed
• Keeps management informed of area activities and of any significant problems
• Attends and participates in management meetings & take minutes of such meetings

Assumes responsibility for related duties as required or assigned

• Completes special projects as assigned
• Any other duties related to loading and processing of lease renewals & administration thereof
• Update & maintain lease audits
• Update & maintain building lease profiles
• Upload monthly leasing reports for management packs
• Prepare monthly executive summary for reporting to leasing manager

PERFORMANCE MEASUREMENTS

• Lease documents, records, and reports are accurate, current, and timeously submitted 
• Good working relations exist with company personnel
• Good communication and coordination exist with Leasing Manager - Provide Assistance as and when required
• Management is appropriately informed of area activities
• Lease administration is completed in accordance with established standards, policies, and procedures

QUALIFICATIONS

• Education/Certification: Matric
• Good understanding of “Legal Leases”
• Basic understanding of accounting practices

SKILLS/ABILITIES

• Well organized and detail oriented
• Good math skills
• Excellent grammar and spelling skills in business
• Good attention to detail and accuracy
• Cooperative and willing to assist others
• Excellent communication skills
• Administration skills
• Dependable
• Self-starter
• Excellent computer skills
• Flexible
• Good interpersonal skills
• Able to use PC, calculator, and other basic business mechanisms

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COMPANY OVERVIEW:

• We are a leading company in the energy, water, and sustainability sector with a primary focus on utility management and energy security. Our team, though small, is vibrant, dedicated, and committed to making a difference in the world. We are seeking a Financial Administrator to join our dynamic team and contribute to our mission.

KEY RESPONSIBLITIES:
Debtors:

• Prepare and create quotations.
• Upon acceptance of quotations, verify the correctness of purchase orders received.
• Generate invoices post-completion of work.
• Load invoices onto Vantage for payment or dispatch to the appropriate finance administrator or payment clerk.
• Monitor and follow up on invoice payments.
• Dispatch monthly statements.
• Reconcile and audit debtor accounts.

Creditors:

• Obtain quotations as requested
• Create purchase orders post quotation acceptance, ensuring correct coding to the general
• ledger and linking of
• source documents.
• Verify invoice details against the SARS standard of invoicing upon receipt.
• Prepare batch payments on B# and bank platforms.
• Release payments to accountants for final processing.
• Dispatch Proof of Payment to suppliers and reconcile supplier accounts.

Vendor Compliance:

• Ensure all vendor documentation is compliant and up-to-date.
• Maintain and foster effective business relationships with vendors.
• Address vendor queries and resolve discrepancies.

General Accounting & Utility Administration:

• Assist with utility account administration.
• Load debtors with accurate details on B#.
• Manage both adhoc and recurring billing processes.
• Ensure accurate billing to clients and dispatch statements in a timely manner.
• Identify and escalate payment issues.
• Assists with other adhoc duties as required

Additional Responsibilities:

• In addition to the key responsibilities mentioned, the Financial Administrator may be required
• to perform other adhoc duties as needed to support the department's goals and the company's success.

PERFORMANCE MEASURES

• Ensure functions are accurate, timely, and up-to-date.
• Promptly identify and rectify accounting errors, discrepancies, and violations in purchasing
• policies.
• Uphold accounting procedures and standards.
• Foster effective communication and coordination within the company.
• Maintain strong business relations with suppliers and clients.

QUALIFICATIONS:

• Matriculation certificate.
• Bookkeeping/accounting certification (preferred).

EXPERIENCE:

• Minimum of two years in creditors/debtors/bookkeeping/financial administration (preferred).
• Experience in the Property industry (preferred)

REQUIRED KNOWLEDGE:

• Proficient in Microsoft Excel, Word, Outlook, and PowerPoint.
• Solid understanding of bookkeeping concepts and procedures.
• Experience with accounting/bookkeeping software.

SKILLS & ABILITIES:

• Organized, detail-oriented, and reliable.
• Strong work ethic with a positive, proactive attitude.
• Excellent communication skills with a strong command of the English language.
• Team player with a willingness to assist others and improve processes.
• A well rounded administrator who displays thorough attention to detail