Property Administrator

Duties & Responsibilities (Including but not limited to):

Monthly Billing Run:

All duties below need to be performed in line with the deadlines communicated for the monthly billing runs.

• Receive and review all data files, tenant movement and occupancy reports received from the Utility Management Companies
• Review data files to identify any/all major variances in the tenants' consumption and billing of all utilities (electricity, water, sewerage)
• Query any/all major variances with the utility management company for investigation and feedback.
• Review all tenant movements received from the utility management company and query any/all movements not recorded on the reports
• Prepare all monthly recovery schedules in line with the expense invoices received from the Operations and Maintenance Manager and process charges on the tenants' accounts.
• Process all ad hoc recoveries received from the Operations and Maintenance Manager and Building Management Teams on the tenant's accounts.
• Process all Legal Fees Invoices received from the Debtors and Legal
• Department on the Tenants' accounts for recovery.
• Review, check and sign all pre-billing reports to ensure all charges due have been processed on the tenants' accounts and investigate all variances to ensure accuracy.
• Submit prebilling reports to the Portfolio Manager to review and sign off.
• Send all tenant statements via the MDA bulk emailing system once the Portfolio Manager has generated the monthly billings in the MDA Property Management System.
• Send all supporting documentation to all Tenants.
• Review all returned/undeliverable emails to correct the email addressed recorded in the MDA Property Management System.

Ongoing Monthly Duties:

• Communicate all tenant movements to the utility management companies in line with their required notification processes.
• Review tenant leases and communicate tenant liabilities in respect of utilities to the utility management company.
• Communicate all meter change information to the utility management companies in line with their required notification processes.
• Receive and attend to all tenant queries.
• Receive and attend to all utility queries with the support/input from the Utilities Manager.
• Follow up with tenants on queries responded to to ensure that the tenant is satisfied with the response and the query is resolved.
• Process all corrections and adjustments on tenants' accounts.
• Prepare and process all Deposit and Credit Refunds and submit to Portfolio Manager for approval.
• Update contact numbers and email addressed on tenants' accounts when requested by the tenants.

Other Duties:

• Prepare annual Municipal Rates, CID Levy, Body Corporate Levies and CCPOA Levy increase schedules and submit to Portfolio Manager for review and approval
• Process all backdated corrections due in respect of annual Municipal Rates, CID Levy, Body Corporate Levies and CCPOA Levy increases on the tenants' accounts.
• Prepare Bad Debt Write Off Motivations in accordance with the write off approvals and instruction received from the Chief Financial Officer.
• Process all Bad Debt Write Offs once approved by the Portfolio Manager, Chief Operating Officer and Chief Financial Officer.
• All other duties which may be reasonably expected of you, relating to your position as Property Administrator to ensure the efficient operations and running of the office management and related requirements;

Qualifications:

• Matric (Grade 12) certificate
• National Diploma (NQF 6) or bachelor's degree (NQF 7) in Property Management, Real Estate, Business, Finance, or Accounting.
• Must have experience with billing, queries, utilities etc
• Min 3 – 5 years' experience as a Property Administrator