Job Description

POSITION PURPOSE

• Responsible for the assisting in the management of the Property.
• Assist in ensuring maximum income of Property through effective debtors management.
• Responsible for collecting monies owing in respect of properties managed by the company.
• Responsible for performing collection activities associated with various accounts.
• Reviews accounts, determines probable reasons for account status, and contacts clients to resolve the delinquencies.
• Utilises various techniques, as circumstances indicate, to promptly collect on accounts.
• Ensures that the Company’s professional image is maintained.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for the effective and professional performance of collections functions.

• Follows up on accounts by telephone, personal contact, and correspondence to secure a satisfactory resolution to the repayment problem.
• Discusses possible financial arrangements, informs clients of potential legal actions, and suggests financial counseling to arrive at suitable payment arrangements.
• Continues to collect until the account becomes a write-off, bankruptcy, or attorney account.
• Makes early contact with tenant to collect and keep them informed of account status.
• Utilises effective human relations skills and various forms of persuasion to present a positive Company image in an already negative situation.
• Calms irate clients and answers questions and complaints relevant to Department functions.
• Determines reasons for delinquencies and works toward permanent solutions.
• Minimizes losses by early actions.
• Utilises further appropriate collection methods if initial attempts do not secure required payment.
• Escalates to client for extensions of due dates.
• Posts approved extensions and notifies clients of new due date by mail.
• Performs collections efforts in accordance with Company policies and procedures and ensures they are legally compliant.

Assumes responsibility for the efficient administration of collections activities.

• Keeps accurate and up-to-date activity reports on late, potentially late, and accounts.
• Documents all collection actions taken, including telephone conversations, alternative financial arrangements, and correspondence on computer.
• Ensures both monthly and ad-hoc rental and fee statements are sent out timeously.
• Controls and monitors tenant payments in terms of rentals, deposits, lease fees, etc.
• Liaises with tenants as appropriate
• Handles rental queries efficiently and diplomatically
• Queries tenants’ short payments
• Ensures the daily receipting and processing of tenant payments
• Liaises with finance department regarding bank account deposits, queries and mis-allocations

Generally ensures that:

• Rent (and other charges) are paid by the 1st of each month unless specified in lease
• Letters of demand on the 3rd of each month to defaulting tenants. Recover LOD charge
• Summons’s are issued as per the legal process
• Administers legal processes for the recovery of lease charges due and/or eviction of tenants
• Motivation and processing of write-offs, deposit refunds, etc.
• Drafts tenant write offs

 Assumes responsibility for timely and accurate preperation and submission of management reports.

Preparation of detailed debtors reports illustrating weekly and monthly collections:

• Weekly/monthly arrears against billings (debtors day calculations)
• Preparation and submission of attorneys’ reports on all legal matters
• Daily Receipting on tenant accounts
• Journal entries and corrections to tenant accounts to ensure updated tenant statements are presented to tenants
• Reconciliation of tenants’ accounts
• Collection of monthly unaudited turnover figures to be collected and captured on the system
• Collection of annual turnover certificates and collate documents for submission to accountants for calculation purpose
• Preparation and calculation of annual rates increases
• Refuse calculation and recovery and other Adhoc recoveries
• Generate exhibition invoices as and when required and reconcile monthly

Assumes responsibility for ensuring that professional business relations are established and maintained with clients and external contacts.

• Maintains the Company’s professional reputation throughout collections operations and in all contacts with clients
• Maintains confidentiality
• Uses shared information to effectively minimize client losses

Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel.

• Assists area personnel as needed
• Keeps management informed of activities, progress toward established objectives, and of any significant problems i.e: risks where tenants are heading towards Business Rescue
• Attends and participates in meetings as required
• Assist in compiling management packs

Assumes responsibility for related duties as required or assigned.

• Stays informed of changes in collections policies, procedures, and related legal requirements
• Ensures that work area is clean, secure, and well maintained as per house keeping policy
• Dress code must always be professional due to client requiring meetings at any time
• Weekend work is required – as per roster

PERFORMANCE MEASUREMENTS

• Arrears KPI: 3%
• Deadlines are met
• Tenant queries are handled efficiently and diplomatically
• Recon turn-around time 48hours, must be 100% accurate
• Rates/refuse and other recoveries must be 100% accurate
• Good working relations exist with area personnel and with management

EDUCATION/CERTIFICATION & EXPERIENCE:

• Matric
• 3 Years related experience on a property listed fund

REQUIRED KNOWLEDGE:

• Knowledge of collection procedures and related laws and regulations.
• Understanding of Company policies, legal jargon, Business Rescue, Liquidation
• Familiar with default and enforcement clauses
• Interpretation of lease

SKILLS/ABILITIES:

• Excellent administration abilities.
• Able to organise, co-ordinate, and direct team activities.
• Good communications and grammar skills.
• Able to use all related equipment and computer applications
• Time management is imperative
• Ability to work well in stressful situations
• Ability to work well independently

Closing Date: 23 June 2025