Key Responsibilities

1. Leasing Administration

• Maintain accurate and up-to-date tenant files and lease records.
• Ensure all billing corresponds precisely with lease agreements.
• Allocate tenant receipts and process corrections for any misallocations or unidentified receipts daily.
• Verify and approve pre-billing reports for accuracy before the monthly rent roll.
• Issue invoices and statements timeously, ensuring rental, recoveries, and receipts are always accurate.
• Process ad-hoc invoices, account corrections, and refunds as required.
• Manage account terminations and ensure arrears are either collected or handed over for legal collection promptly.

2. Customer Liaison and Collections

• Proactively manage tenant collections while maintaining exceptional customer relationships.
• Collect monthly rentals for the assigned portfolio and ensure adherence to payment terms.
• Regularly reconcile tenant accounts and follow up on outstanding balances daily, weekly, and monthly.
• Address and resolve tenant queries or complaints promptly, ensuring service level agreements (SLAs) are consistently met.
• Maintain updated tenant contact details and communication logs.
• Record all collection actions on reporting systems and escalate problem accounts for intervention where necessary.
• Arrange and diarise payment plans, following up telephonically as agreed.
• Attend to tenant meetings and maintain a professional, customer-focused approach in all interactions.

3. Accounts Payable and Cashbook Administration

• Accurately process and reconcile all accounts payable transactions for the property portfolio.
• Verify entries and reconcile system reports against account balances to ensure accuracy.
• Record and allocate expenses by cost centre, ensuring invoice details are correctly captured.
• Maintain vendor accounts and ensure all supporting documentation is up to date.
• Perform full cashbook functions, including daily transaction processing and reconciliations between bank and ledger balances.
• Review cashbook transactions for duplicates and promptly resolve reconciling or allocation discrepancies.
• Ensure creditors are paid accurately and on time according to agreed payment terms.