Junior Tenant & Collections Administrator

SUMMARY:
Residential & Commercial Property Group with Head Offices based in Hout Bay Is looking for a Junior Tenant & Collections Administrator.
 
The suitable candidate will have knowledge of the property management space and would be familiar with leasing, tenants, and a basic understanding of the property sector and would ideally be looking for growth in this sector.
 
The position 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.
 
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.

POSITION INFO:
Duties:
 
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.
 
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.
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.