Support Office Clerk

SUMMARY:
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POSITION INFO:

JOB OVERVIEW:

We are looking for an experienced and organized property administration clerk to join our team.

The successful candidate will provide support and assistance to the Property Administration Team in all aspects of the day-to-day admin of the rental portfolio.

This is an entry-level position where the prospective candidate will be responsible for his/her own portfolio of buildings, administration of which will encompass the full function from lease onboarding to reconciling cash books.

RESPONSIBILITIES

Leasing Administration

Ensure accurate leasing administration, billing and timely processing of receipts/refunds:

• Maintain tenant files.
• Ensure billing corresponds to lease.
• Allocate tenant receipts.
• Investigate all un-allocated receipts and clear against tenant accounts.
• Process corrections of misallocations and unidentified receipts on a daily basis.
• Ensure invoice/statements are issued timeously and rental and accruals and receipts are accurate at all times.
• Ensure that pre-billing reports are checked for accuracy and approved for the next rent roll.
• Ad-hoc invoicing
• Manage processing of refunds when required.
  

Customer Liaison

Proactively manages tenant collections & ensures excellent customer service is delivered:

• Maintain good relationships with all tenants in portfolio.
• Collection of monthly rental due for portfolio
• Reconciling of accounts
• Following up daily, weekly, and monthly to ensure that debtors adhere to terms of payment.
• Ensure that queries on any outstanding balances and/or other issues are attended to by the relevant team leader and follow-up on balance of payment where required.
• Diarize payment arrangements for all outstanding balances and follow up telephonically on the agreed date.
• Proactively engage with tenants, creating and maintaining professional relationships though structured communication and meetings.
• Handling of tenant queries/complaints ensuring customer service SLAs are always adhered to.
• Effective relationship management ensuring that accounts are paid on time.
  

Accounts Payable Administration

Ensures accurate accounts payable and cashbook processing for portfolio:

• Reconciles processed work by verifying entries and comparing system reports to balances.
• Record account expenses by cost centre and invoice details.
• Ensuring all vendor paperwork and accounts are up to date.
• Maintain accounts by verifying and posting account transactions.
• Full cashbook function including:
• Reconciliations between bank and ledger balances.
• Review cashbook to ensure there are no duplicated items.
• Following up and clearing of reconciling items.

REQUIREMENTS

• Grade 12
• Diploma Accounting/finance advantageous
• 2-3 years in a similar role
• Intermediate Excel skills
• Property experience advantageous
• Collections experience advantageous
• SAGE experience advantageous

SKILLS

• Ability to work as part of a team
• Friendly, helpful, and service orientated
• Excellent communication skills, written and verbal
• Client management skills
• Planning, organizing and time management
• Deadline driven and achievement orientated
• Ability to work under pressure to tight deadline
• Problem-solving and critical thinking