As the Property Administration Controller, you will be responsible for overseeing all administrative tasks related to our properties, ensuring smooth and efficient operations. Your role will be crucial in fostering a positive work environment for staff while maintaining high collection rates and meeting administrative deadlines.

Key Responsibilities:

Maximizing Collections:

• Optimize team performance by leading, motivating, and providing guidance to achieve set goals and objectives.
• Ensure the team works efficiently and accurately to meet targets.
• Set clear, measurable goals and deadlines, regularly monitoring performance.
• Conduct team meetings to align strategies and address concerns.
• Ensure queries related to outstanding balances, short payments, and account issues are handled promptly by the relevant supervisor.
• Follow up on payments where necessary.

Reporting to the Administration Manager:

• Ensure supervisors and the Revenue Management Controller submit the required reports.
• Track team performance metrics and provide updates.
• Prepare any additional reports requested by management.

Tenant Relations:

• Maintain strong relationships with tenants, ensuring a smooth administrative process.
• Proactively intervene on problematic accounts and escalate issues when necessary.
• Ensure timely adjustments on accounts, including reconciliations, interest schedules, and rate calculations.
• Engage with tenants directly when required and arrange meetings with high-profile tenants for account-related matters.

Staff Management:

• Foster positive employee relationships and provide coaching as needed.
• Address internal conflicts and disputes without delay.
• Implement succession planning and employee upskilling initiatives.
• Assist staff in improving turnaround times and time management.
• Plan and execute monthly training sessions and onboarding programs.
• Maintain effective communication within the team and across departments.

Billing & Pre-Billing:

• Assist in preparing rent roll sheets and ensuring accuracy.
• Investigate and resolve billing errors at the source.

High-Profile Tenant Accounts:

• Personally manage VIP tenant accounts until they can be handed over to a supervisor.
• Keep reconciliations updated and ensure issues are resolved swiftly.

New Building Onboarding:

• Facilitate the smooth take-on of new tenants.

Rent Roll & MDA System:

• Maintain and update tenant records, ensuring accurate data input by the team.

Tenant Account Adjustments:

• Review the validity of submitted and processed adjustments.
• Submit adjustments for Property Administration Manager approval.

Support Office Team Leader Backup:

• Regularly engage with the Team Leader to stay updated on their functions and active queries.

Daily Check-Ins with the Property Administration Manager (via Teams):

• Discuss daily and weekly planning.
• Provide updates on ongoing projects, tenant concerns, and staffing issues.

Projects & Special Tasks:

• Coordinate with the team to plan, adopt, and complete projects.
• Oversee the submission of legal files, ensuring all required documentation is included.
• Collaborate with the Finance Department and Administration Manager on annual audits.
• Work with the Support Office Leadership Team and Municipal Department to finalize annual rates and refuse increases.
• Carry out additional tasks or projects as required by management.

Qualifications & Skills:

• Strong leadership, organizational, and problem-solving abilities.
• Excellent communication and interpersonal skills.
• Proven ability to manage collections, tenant relations, and staff performance.
• Attention to detail with a high level of accuracy in reporting and administration.
• Ability to work independently and collaboratively within a team.
• Proficiency in Microsoft Office and property management software (MDA preferred).