SUMMARY:
Property Administrator Jobs East London | Property Management | MDA | Billing & Collections | Team Supervision
PROPERTY ADMINISTRATOR – PROPERTY MANAGEMENT & BILLING OPERATIONS
Location: East London, Eastern Cape, South Africa
Industry: Property Development | Property Management | Real Estate
Specialisation: Property Administration | Tenant Billing | Lease Administration | Accounts Receivable | Utilities | Team Supervision
Manage Properties. Lead Your Team. Drive Accurate Billing. Deliver Exceptional Tenant Service.
Are you an experienced Property Administrator, Senior Property Administrator or Property Administration Supervisor with strong billing, collections, lease administration and team management experience?
An established Property Development and Property Management Company in East London is seeking a highly organised, detail-driven and service-oriented Property Administrator to oversee billing and collections operations, supervise a clerical team and manage the full property administration function for an allocated portfolio of buildings.
This is an excellent opportunity for a property professional who enjoys combining hands-on property administration, financial reconciliations, tenant relationship management and team leadership.
The successful candidate will play a key role in ensuring accurate tenant billing, effective collections, efficient administrative processes and strong working relationships with tenants, Facilities Managers and Property Operations teams.
We are looking for someone who can confidently lead a team while independently managing the administrative and financial requirements of their own property portfolio.
About the Role
As the Property Administrator, you will be responsible for planning, supervising and improving billing and collections activities while ensuring that established policies, procedures and service standards are consistently maintained.
You will supervise a clerical team, monitor productivity and performance, resolve escalated billing queries and ensure accurate reporting and reconciliations.
In addition to your supervisory responsibilities, you will manage your own portfolio of buildings, handling the property administration process from lease onboarding and tenant billing through to collections, accounts payable administration and cash book reconciliations.
The position requires a proactive professional with strong property industry knowledge, utilities experience, intermediate Excel skills and the ability to balance operational deadlines with excellent customer service.
POSITION INFO:
Key Responsibilities
Property Administration & Portfolio Management
- Manage the full property administration function for an allocated portfolio of buildings.
- Oversee tenant onboarding and leasing administration.
- Maintain accurate tenant information, lease records and account details.
- Administer tenant billing, receipts, refunds and account adjustments.
- Monitor rental collections and outstanding tenant balances.
- Manage tenant relationships and resolve administrative queries.
- Support accounts payable administration relating to the property portfolio.
- Perform cash book reconciliations and maintain accurate financial records.
- Work closely with Facilities Managers and Property Operations teams.
- Ensure property administration activities are completed accurately and within agreed deadlines.
Tenant Billing & Revenue Administration- Oversee and streamline tenant billing processes.
- Ensure invoices are generated and distributed accurately and on time.
- Upload tenant charges into MDA Property Management Software and reconcile transactions to the accounting system.
- Ensure invoices are uploaded accurately and timeously to third-party billing platforms.
- Monitor billing accuracy and investigate discrepancies.
- Resolve escalated tenant billing queries and disputes.
- Maintain effective quality assurance procedures across billing activities.
- Ensure billing processes comply with company policies and operational guidelines.
- Identify opportunities to improve billing efficiency and accuracy.
Accounts Receivable, Credit Control & Collections- Monitor tenant arrears and outstanding account balances.
- Oversee collection activities and ensure established credit control procedures are followed.
- Review debtor ageing reports and identify overdue accounts.
- Monitor collection performance against departmental targets.
- Investigate and reconcile disputed tenant balances.
- Assist with resolving complex accounts receivable queries.
- Review monthly delinquency notifications issued to Property Operations teams.
- Ensure accurate follow-up on overdue tenant accounts.
- Support effective debt recovery and cash flow management.
- Provide management with detailed weekly and monthly collection reports.
Team Supervision & Clerical Management- Supervise, guide and support the property administration and clerical team.
- Plan and allocate daily and monthly administrative responsibilities.
- Monitor staff attendance, timekeeping and productivity.
- Ensure adherence to company policies, procedures and performance standards.
- Provide operational support and assistance to team members.
- Identify training requirements and support staff development.
- Promote teamwork, accountability and service excellence.
- Monitor the quality and accuracy of work completed by the team.
- Manage competing priorities and ensure deadlines are achieved.
- Foster a positive and productive working environment.
Reconciliations, Financial Administration & Reporting- Perform weekly and monthly ledger reconciliations.
- Review accounts receivable balances and debtor ageing reports.
- Reconcile tenant charges uploaded into MDA against the accounting system.
- Perform cash book reconciliations for the allocated property portfolio.
- Investigate discrepancies and ensure appropriate corrections are processed.
- Maintain accurate supporting financial documentation.
- Prepare detailed collection status reports for management.
- Monitor performance against departmental collection metrics.
- Support accounts receivable projects and additional financial administration requirements.
Tenant Relations & Customer Service- Establish and maintain effective relationships with tenants and customers.
- Respond professionally to billing enquiries and account disputes.
- Resolve escalated customer complaints and administrative queries.
- Communicate effectively with Facilities Managers, Property Managers and Operations teams.
- Ensure tenant queries are handled accurately and within appropriate timeframes.
- Provide professional, helpful and considerate customer service.
- Support positive tenant relationships through effective communication and problem resolution.
Process Improvement & Quality Assurance- Review existing billing, collection and administration processes.
- Implement quality assurance measures to improve accuracy and consistency.
- Ensure adherence to established operational policies and procedures.
- Identify process inefficiencies and recommend practical improvements.
- Support the implementation of improved administrative workflows.
- Maintain accurate records and supporting documentation.
- Assist with accounts receivable projects and operational improvements.
Minimum Requirements
To be considered for this opportunity, candidates must meet the following requirements:
- Grade 12 / Matric.
- 2–3 years' experience in a similar Property Administration role.
- Property industry experience is essential.
- Utilities experience is essential.
- Previous junior-level management or team supervisory experience.
- Intermediate Microsoft Excel skills.
- Experience in customer service and tenant or client relationship management.
- Practical experience with billing, collections and administrative processes.
- Strong organisational, communication and problem-solving abilities.
Advantageous Qualifications & Systems Experience- Relevant Diploma in Property Management or a related field.
- Experience using MDA Property Management Software.
- Experience using Sage accounting software.
- Exposure to property management billing systems and third-party invoicing platforms.
Essential Property Administration Experience
The ideal candidate will have practical experience in several of the following areas:
- Property Portfolio Administration
- Lease Administration & Tenant Onboarding
- Tenant Billing & Invoicing
- Utilities Billing & Administration
- Accounts Receivable Management
- Debtors & Rental Collections
- Arrears Monitoring & Age Analysis
- Tenant Account Reconciliations
- Cash Book Reconciliations
- Ledger Reconciliations
- Receipts & Refunds
- Accounts Payable Administration
- Tenant Relationship Management
- Property Management Systems
- Clerical Team Supervision
- Billing Quality Assurance
- Financial Administration & Reporting
Key Skills & Competencies
We are looking for a Property Administrator who demonstrates:
Leadership & Team Management- Ability to supervise and motivate a clerical team.
- Strong planning, delegation and organisational skills.
- Commitment to team development and accountability.
- Ability to monitor productivity and maintain operational standards.
Financial & Administrative Accuracy- Strong attention to detail.
- Ability to reconcile accounts and identify discrepancies.
- Understanding of tenant billing and collections processes.
- Intermediate Excel and financial administration capabilities.
Customer Service & Communication- Excellent written and verbal communication.
- Strong tenant and client relationship management.
- Professional handling of billing disputes and escalations.
- Friendly, helpful and service-oriented approach.
Problem-Solving & Time Management- Ability to prioritise competing deadlines.
- Strong critical thinking and problem-solving skills.
- Ability to work effectively under pressure.
- Results-driven approach to collection targets and administrative accuracy.
Relevant Job Titles
Candidates currently working in the following roles may have suitable experience:
- Property Administrator
- Senior Property Administrator
- Property Administration Supervisor
- Property Administration Team Leader
- Property Accounts Administrator
- Property Billing Administrator
- Property Billing Supervisor
- Leasing Administrator
- Lease & Debtors Administrator
- Tenant Accounts Administrator
- Rental Administrator
- Property Finance Administrator
- Accounts Receivable Administrator – Property
- Debtors Administrator – Property
- Property Portfolio Administrator
- Utilities Billing Administrator
- Property Operations Administrator
Why Consider This Opportunity?- Join an established property development and property management business.
- Take ownership of the administration of your own property portfolio.
- Supervise and develop a property administration team.
- Gain exposure to property billing, utilities, collections and financial administration.
- Work closely with Facilities Managers and Property Operations teams.
- Make a measurable contribution to billing accuracy, collection performance and operational efficiency.
- Develop your career in property administration and junior management.
LocationEast London, Eastern Cape, South Africa
Apply Today
Are you an experienced Property Administrator with strong property industry and utilities experience, the ability to supervise a team and the confidence to manage your own portfolio of buildings?
If you have proven experience in property administration, tenant billing, lease administration, collections, reconciliations and clerical team supervision, we would love to hear from you.
Take the next step in your property management career and join a business where your administrative expertise, leadership and commitment to customer service can make a meaningful impact.
