Property Admin Supervisor Jobs

The successful candidate will manage their own portfolio of buildings. This includes full administration from lease onboarding to reconciling cash books.

Leasing Administration

Handle accurate leasing administration, billing, and timely processing of receipts, adjustments, and refunds:

• Maintain tenant files.
• Ensure billing matches the lease.
• Allocate tenant receipts.
• Process corrections for misallocations and unidentified receipts daily.
• Issue invoices and statements on time, keeping rental, recoveries, and receipts accurate.
• Check pre-billing reports for accuracy and approve them for the next rent roll.
• Handle ad-hoc invoicing and account corrections as needed.
• Terminate accounts and collect arrears or hand them over for legal collection promptly.

Customer Liaison

Manage tenant collections proactively and provide excellent customer service:

• Build good relationships with all tenants in the portfolio.
• Collect monthly rental for the portfolio.
• Reconcile accounts regularly.
• Follow up daily, weekly, and monthly to ensure debtors meet payment terms.
• Address queries on outstanding balances or issues and follow up on payments.
• Schedule and follow up on payment arrangements for outstanding balances.
• Engage with tenants through structured communication and meetings to maintain professional relationships.
• Update tenant contact details.
• Handle tenant queries and complaints, meeting customer service standards.
• Enforce collection protocols and escalate problem accounts for intervention.
• Record collection actions regularly in reporting systems.

Accounts Payable Administration

Process accounts payable and cash books accurately for the portfolio:

• Reconcile processed work by verifying entries and comparing system reports to balances.
• Record account expenses by cost center and invoice details.
• Keep all vendor paperwork and accounts up to date.
• Maintain accounts by verifying and posting transactions.
• Handle full cash book functions, including reconciliations between bank and ledger balances.
• Process cash book transactions daily and accurately.
• Resolve uncertainties in allocations and make corrections as needed.
• Review cash books to avoid duplicated items.
• Identify and resolve reconciling items to pay creditors on time per their terms.

Requirements

• Grade 12 (Matric); property-related diploma is a plus.
• Proven supervision experience.
• 2–3 years’ experience in property admin or billing (essential).
• Knowledge of property and utilities sector (essential).
• Proficiency in Excel; knowledge of MDA/SAGE is an advantage.
• Strong finance and debt collection knowledge.

Key Skills

• Leadership and team management.
• Strong communication and customer service.
• Highly organized and deadline-driven.
• Problem-solving and analytical ability.