Debtors Administrator

SUMMARY:
Collection of clients' rentals to ensure healthy cash flow and control of all debtors' accounts.

POSITION INFO:

JOB DESCRIPTION

Position title: DEBTORS ADMINISTRATOR

Position reports to: PORTFOLIO MANAGER

Business Unit: ADVISORY AND TRANSACTION SERVICES

Main purpose / objective of the position:

Collection of clients'' rentals to ensure healthy cash flow and control of all debtors'' accounts.

Maintain good long term customer and client manager relationships.

Decision making authority:

This position operates within budget parameters and decision framework.

Experience / Education:

Minimum of Grade 12 with Accountancy as a subject or equivalent qualification / training

e.g. Associate Accounting Technician is beneficial as well as 2 years relevant experience.

Skills required:

Computer literacy; Nicor; MDA; SAP; MS Office - Excel and Word; Outlook; Administration

Skills; Time Management; Negotiation skills; Telephone skills.

Knowledge required:

Contract Management; Policies and procedures; Rent collection; Debt Collectors Act 1998

Competencies required:

Assertive; Tolerance for Routine; Communication (Fluency in languages appropriate to

target client community); Systematic Thinking; Methodical; Tolerance for stress; Drive and

productivity; Teamwork and Co-operation; Customer and Quality Focus; Accuracy

Major drivers of work volume:

Collections

Interface / relationships with:

Internal: Financial Manager, Manager: Client Services, Tenant Administrators

External: Tenants, some clients

PROCESS

TIME COMMITTED TO PROCESS

TASKS

FREQUENCY

OUTPUT

PERFORMANCE MEASURES

Clearing

10%

Clearing on a daily basis

Ongoing

Credit Balances

10%

Refund of deposit and interest Investigation of other credit balances and correction thereof

Ongoing

Reporting

15%

Monthly cash flow reporting and ensuring that each tenant has a comment and follow up date with reaction. Internal and external Audit Report investigations and feedback. Quarterly and Annual Book year end reporting. Reporting and correction of credit balances.

Ongoing

Collection activities

65%

Telephonic collections and follow up. Detailed comments on each case. Statements, Utility readings and invoices where needed.

Bank allocation and journals to correct payments.

Reconciliations where disputes exist and send information through to tenants.

Final demand letters. Recommendation to summons. Update data (addresses and contact details) and Data Integrity.

Follow up of unpaid cheque and debit orders and letters to clients. Interpretation and suggestion of down payments and follow up in writing.

Interest on arrear rental - control.

Recommendation of summons of tenants more than 2 months outstanding. Follow up of all outstanding matters.

Communication to Client Manager and tenant admin on disputes after investigating of the original lease agreement and account

Ongoing

Collection of rent in accordance to individual and team targets within first 5 working days.

Arrears Portfolio debtors (F6) SLA Index external clients (C1) SLA Index Divisions/Group (C2) Internal & external audit results (I2) Staff Management & Development (I2)

COMPETENCY DEFINITIONS AND STANDARDS REQUIRED: DEBTORS ADMINISTRATOR C1

Assertive (1)

Expresses views and opinions, and acts without inhibitions, feelings of inadequacy, or aggression, while remaining receptive to others.

Shows positive self esteem by expressing thoughts and ideas in a confident, firm and honest manner.

Expresses disagreement with others tactfully or politely.

States own position clearly in conflicts with superiors.

Tolerance for routine (1)

Is comfortable and enjoys performing repetitive work without seeking variety.

Likes having set routines and is most comfortable in a predictable and relatively unchanging environment.

Unlikely to experiment.

Prefers to work within set boundaries or guidelines and becomes uncomfortable when goal posts are shifted.

Communication (1)

Clearly and logically expresses ideas using appropriate media and styles. Tailors message to audience. Listens and responds appropriately to communication.

Conveys clear and concise facts in support of own case, remaining focused when presenting it.

Is aware of the impact of body language, and uses it appropriately, e.g. makes eye contact, doesn''t fidget, etc.

Listens carefully to what others say, and responds appropriately, e.g. clarifies to show understanding, explains further or summarises if required.

Systematic Thinking (1)

Comprehends and logically thinks through a number of related or integrated activities and their consequences.

Methodically and logically thinks through a single process to understand how the process works, and understands how each step in the process fits together to make it flow smoothly and efficiently.

Methodical (2)

Likes to work in a tidy manner keeping paper work and records in order.

Prioritises tasks according to importance and deadlines to be met.

Understands how to separate and combine tasks into efficient workflow.

Tolerance for stress (1)

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