SUMMARY:
Debtors & Leasing Administrator Jobs Pretoria | Student Accommodation | Property Administration | MDA | Accounts Receivable
Debtors & Leasing Administrator – Student Accommodation | Pretoria
Are you an experienced Debtors Administrator or Leasing Administrator who enjoys working with both the financial and tenant-facing side of property management?
An established Student Accommodation Property Management Company in Pretoria is looking for a highly accurate and organised Debtors & Leasing Administrator to take responsibility for lease administration, tenant accounts, rental billing, receipts, arrears management and occupancy-related administration.
This is an excellent opportunity for someone with experience in property administration, student accommodation, residential property, debtors/accounts receivable or lease administration who understands the importance of accurate tenant records, disciplined rental collections and excellent customer service.
About the Role
The Debtors & Leasing Administrator plays an important role throughout the student tenant lifecycle — from ensuring that lease documentation is complete and accurately captured, through monthly billing and rental collections, to final account reconciliation and deposit refunds when a tenant vacates.
The role requires strong attention to detail and the ability to maintain accurate information across tenant files and the property accounting system. The current accounting system specified in the job description is MDA.
POSITION INFO:
Lease Administration & Tenant Documentation
You will be responsible for ensuring that all documentation relating to the leasing of student rooms is complete, accurate and correctly filed.
This includes:
- Lease agreements
- Tenant information and supporting documents
- Consent forms
- Proof of deposit and rental payments
- Tenant correspondence
- Pre- and post-room inspections
- Deposit refund documentation
- Account reconciliations
- Acceptance and return of keys
You will also accurately capture leases onto MDA, ensuring that all relevant tenant and lease information is correctly recorded.
Rental Billing, Rent Roll & Leasing Schedules
A key part of the position is ensuring that rental and occupancy information remains accurate and up to date.
Responsibilities include:
- Preparing the monthly leasing schedule
- Verifying leasing information against actual occupancy
- Checking information against biometric access records and prepaid electricity purchases
- Running the monthly rent roll
- Verifying the accuracy of billing information
- Preparing and distributing tenant rental statements
- Uploading receipts onto the accounting system
- Allocating receipts to the correct tenant accounts
Debtors, Accounts Receivable & Rental Collections
You will closely monitor rental payments and tenant accounts to ensure arrears are kept to a minimum.
The role requires ongoing review of outstanding rentals and the preparation of regular debtors age analysis reports for management.
This makes the position particularly relevant to candidates with experience in:
Debtors Administration | Accounts Receivable | Rental Collections | Tenant Accounts | Debtors Age Analysis | Rental Reconciliations | Property Debtors | Student Accommodation Debtors
The job description places a strong emphasis on maintaining rental collections and controlling arrears, with debtors age analysis submitted regularly throughout the month.
Tenant Queries & Customer Service
This isn't purely a back-office debtors position.
You will interact with tenants and assist with queries relating to:
- Rent
- Wi-Fi
- Electricity
- Maintenance
- General tenant-related matters
Excellent customer service, communication and problem-solving skills are therefore important.
Vacates, Deposits & Final Accounts
You will also manage important financial and administrative processes when students vacate.
Responsibilities include:
- Issuing vacate documentation
- Confirming that rental accounts are up to date
- Invoicing and collecting additional tenant charges
- Processing charges relating to maintenance, damages, vandalism, lost keys, sleepovers and Wi-Fi
- Reconciling tenant accounts before deposit refunds
- Accounting for damages before processing refunds
- Ensuring keys have been returned
- Processing deposit refunds
- Vacating tenants from the accounting system
- Stopping recurring billing items
- Ensuring vacated rooms are correctly reflected as available for incoming tenants
What We're Looking For
This role requires someone who is naturally accurate, diligent and responsible and who can confidently work with financial information, leases, tenant documentation and customer queries.
The job specification specifically identifies the following behavioural requirements:
Courtesy | Respect | Accuracy of Information | Diligence | Responsibility | Honesty. DA job description
Experience within student accommodation, residential property, property management, rental administration, leasing administration or property debtors would be particularly relevant.
Ideal Candidate Backgrounds
Relevant current or previous job titles could include:
Debtors & Leasing Administrator | Debtors Administrator | Leasing Administrator | Property Administrator | Property Debtors Administrator | Accounts Receivable Administrator | Rental Administrator | Tenant Administrator | Lease Administrator | Student Accommodation Administrator | Residential Property Administrator | Property Accounts Administrator
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Pretoria, Gauteng
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