The Junior Tenant & Collections Administrator

The Junior Tenant & Collections Administrator provides administrative support to the Group Property Manager by assisting with tenant communication, rental collections, arrears follow-up, lease administration and basic reporting across the Group property portfolio. The role is intended to strengthen day-to-day tenant contact, improve collection discipline, maintain accurate records and ensure that property-related administrative matters are followed up timeously and professionally.
Reporting Line
The role reports to the Group Property Manager and works closely with Finance, property managers, tenants, third-party managing agents, maintenance service providers and internal administrative teams.
Key Responsibilities
Tenant Contact & Relationship Administration

• Act as a first point of administrative contact for tenants in respect of rental statements, payment reminders, proof of payment requests, basic lease queries and property administration matters.
• Maintain professional, courteous and consistent communication with tenants by email, telephone and other approved communication channels.
• Log tenant queries, requests and complaints and escalate matters requiring management, maintenance, finance or legal input to the appropriate person.
• Follow up on outstanding tenant information, signed documents, renewal confirmations and other administrative requirements.
• Maintain accurate tenant contact details and ensure all communication records are filed appropriately.

Rental Collections & Arrears Administration

• Monitor rental payments received against monthly rental schedules and identify unpaid or short-paid accounts for follow-up.
• Send payment reminders, arrears notices and follow-up correspondence in line with approved internal processes and timelines.
• Contact tenants regarding overdue rentals and obtain payment commitments, supporting documentation or reasons for delayed payment.
• Update arrears tracking schedules daily or as required, including comments, follow-up dates, payment arrangements and escalation status.
• Escalate persistent arrears, broken payment arrangements or high-risk accounts to the Group Property Manager for further action.
• Assist with compiling supporting records for formal recovery processes, handovers or legal escalation where required.

Lease & Property Administration Support

• Assist in maintaining the central lease register by updating tenant details, lease start and end dates, escalation dates, deposit information and renewal status.
• Track upcoming lease expiries, rental escalations and renewal dates and remind the Group Property Manager of required follow-up actions.
• File signed lease agreements, amendments, addenda, notices and tenant correspondence in the correct digital folders.
• Assist with preparing basic tenant schedules, occupancy lists and supporting information for monthly property reporting.
• Coordinate approved administrative follow-ups with third-party property managers where applicable.

Reporting & Recordkeeping

• Prepare basic daily, weekly and monthly summaries of collections follow-ups, arrears status, tenant queries and outstanding administrative actions.
• Ensure that tenant records, arrears notes, payment confirmations and supporting documentation are accurate, complete and up to date.
• Assist Finance and the Group Property Manager with reconciliations by providing tenant payment information, proof of payment records and follow-up comments.
• Support the preparation of monthly rental income and collections reports by updating source schedules and checking information for completeness.

Minimum Requirements

• Grade 12 or equivalent qualification.
• Certificate or diploma in administration, bookkeeping, property administration, finance or a related field would be advantageous.
• At least 1–2 years’ experience in administration, debtors, collections, property administration, customer service or a similar support role.
• Basic understanding of rental accounts, statements, payment follow-ups and recordkeeping.
• Computer literacy, including Microsoft Outlook, Word and Excel.
• Strong written and verbal communication skills.
• Ability to handle tenant queries professionally and escalate sensitive matters appropriately.

Key Competencies

• High level of accuracy and attention to detail.
• Strong follow-up ability and persistence in closing out administrative matters.
• Professional and respectful communication style.
• Ability to remain calm and factual when dealing with overdue accounts or tenant concerns.
• Good organisational and time-management skills.
• Confidentiality and sound judgement when handling tenant and financial information.
• Ability to work independently while knowing when to escalate matters.

Suggested KPIs

• Rental payment follow-ups completed within agreed timelines.
• Accuracy and completeness of arrears tracking schedules.
• Tenant queries logged, followed up and escalated timeously.
• Lease register updates completed accurately and on time.
• Reduction in unresolved tenant administration items.
• Quality and accuracy of monthly collections and tenant administration reports.