Property Admin Controller

real estate.

ROLE OVERVIEW

efficiently. In doing so, you will ensure that a positive work environment is maintained for staff whilst achieving high hit rates of collections and administrative deadlines are met.

RESPONSIBILITIES

Maximise Collections by:

• Optimizing staff performance.
• Leading and motivating the Team to achieve set out goals and objectives.
• Ensure Team are working efficiently and accurately.
• Setting clear, measurable goals and deadlines.
• Closely monitoring performance and attending to concerns.
• Regular team meetings to align goals and strategies.

Ensure queries on any outstanding balances and/or short payments and/or other issues are attended to by the relevant Supervisor and follow-up on balance of payment where required.

• Ensure Supervisors are submitting necessary reports from their teams.
• Ensure Revenue Management Controller is submitting their required reports.
• Team performance metrics.
• Any reports requested by Management.

Tenant Relationships:

• Maintain and ensure you and the team have good relationships with the tenants at all times.
• Pro-actively intervene on accounts when necessary.
• Escalate problem accounts to management.
• Ensure smooth administration of accounts.
• Adjustments on accounts must be actioned with urgency.
• Prepare recons, interest schedules, rates calculations when required.
• Engage with tenant directly when required.
• Arrange and attend meetings with high profile tenants when account queries arise.

Staff Relationships:

• Promote and motivate excellent employee relationships.
• Provide job coaching when needed.
• Attend to disputes/internal conflicts without delay.
• Prepare for succession planning and upskilling employees.
• Assist staff to achieve faster turnaround times and more effective time management.
• Plan monthly training sessions with the staff.
• Plan and execute onboarding of new staff.
• Have regular meetings with the Supervisors and Clerks.
• Maintain excellent communication with the team.
• Maintain excellent communication between departments.

Billing and Pre Billing:

• Assist in preparing the pre-billing Rentroll sheets.
• Investigations on errors and solving problem at the source

High Profile Tenants (VIPS):

• Dealing with these personally until they can be handed over to Supervisor.
• Keeping respective recons updated.

New Building Onboardings:

• Facilitate smooth take-on of new tenants.

• Updating and maintenance.
• Monitoring data input by Team to ensure accuracy.

• Check validity of submitted and processed adjustments.
• Submit to Property Administration Manager for approval.

• Engage regularly with the Team Leader to keep abreast of Team Leader functions/responsibilities, active queries and the like.

• General discussion of planning for the day/week.
• Progress reporting for any active projects.
• Tenant concerns.
• Staffing concerns.

• Co-ordinate with necessary staff and drive planning, adoption and completion of projects.

• Checking the files and ensure required is included.
• Presentation of file to Legal.

• Co-ordinate with Property Administration Manager and Finance Department to manage necessary data collation for the Annual Audit.

• Co-ordinate with the Support Office Leadership team (Supervisors, Team Leaders and Manager) as well as the companies Municipal Department to prepare and finalise the Annual Rates Increases.
• Any further tasks or projects required by Management from time to time.

Psychometric tests are required to be undertaken by shortlisted candidates.

for any other relevant roles that may arise.