Bookkeeper - Property Administrator _Brackenfell

SUMMARY:
Our client, a growing and well-established property management company, is seeking an experienced Bookkeeper – Property Administrator to join their team

POSITION INFO:

Key Responisibilities
Levy & Income Management

• Raise and issue monthly levy statements (units, garages, storage)
• Allocate levy contributions in line with approved budgets and participation quotas
• Capture and allocate payments (EFTs, debit orders)
• Manage arrears and maintain accurate debtor age analyses
• Process special levies and once-off charges

Credit Control & Debtors

• Monitor and report on arrears monthly
• Issue arrear notices and follow-ups
• Adjust or cancel debit orders as required
• Liaise with attorneys on collections, handovers, and clearance figures
• Prepare levy clearance figures for property transfers

Payments & Creditors

• Capture and process supplier invoices
• Verify invoices against approvals, contracts, and quotes
• Prepare payment batches for trustee approval
• Maintain creditor age analyses
• Allocate expenses accurately to relevant ledger accounts

Financial Record Keeping

• Maintain accurate general ledger accounts
• Perform monthly bank reconciliations
• Reconcile reserve fund accounts (Body Corporates)
• Track expenses against approved budgets
• Ensure correct VAT treatment where applicable

Financial Reporting

• Prepare and distribute monthly financial reports, including:
  • Income & Expenditure Statements
  • Balance Sheets
  • Debtors & Creditors Age Analyses
  • Bank Reconciliations
• Provide variance explanations
• Assist with year-end audit packs

Budget & Levy Support

• Calculate proposed levy increases
• Provide financial data to trustees
• Implement approved budgets and levy changes

Compliance & Governance

• Ensure compliance with:
  • Sectional Titles Schemes Management Act
  • CSOS (Community Schemes Ombud Service) requirements
• Maintain records for submissions and AGM documentation

Stakeholder Liaison

• Respond to owner and trustee financial queries
• Provide statements and confirmations
• Liaise with banks, auditors, attorneys, and service providers

Transfers & Clearance Certificates

• Prepare financial figures for property transfers
• Confirm paid-up status of accounts
• Coordinate clearance certificates (BC & HOA)

Systems & Controls

• Maintain financial systems (e.g. WeConnectU or similar)
• Update owner details and allocations
• Maintain audit trails and supporting documentation

Minimum Requirements

• Formal qualification in Accounting or Bookkeeping
• Minimum 3–5 years’ experience within a sectional title / HOA environment
• Strong reconciliation and financial reporting skills
• Excellent attention to detail
• Ability to manage multiple schemes simultaneously
• Experience on property management financial systems (advantageous)
• Highly organised and detail-oriented
• Strong analytical and problem-solving ability
• Ability to work independently and meet deadlines
• Strong communication and stakeholder management skills
• Professional, reliable, and accountable