Property Admin Controller

As the Property Administration Controller you will be responsible for overseeing all administrative tasks related to our properties ensuring that they are running smoothly and 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.DUTIESMaximise Collections by :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 followup on balance of payment where requiredPreparation of reports for Administration Manager :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.Maintain and ensure you and the team have good relationships with the tenants at all times.Proactively 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 Relationsips :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.Billing and Pre Billing :Assist in preparing the prebilling Rentroll sheets.Investigations on errors and solving problem at the sourceHigh Profile Tenants (VIPS) :Dealing with these personally until they can be handed over to Supervisor.Keeping respective recons updated.New Building Onboardings :Facilitate smooth takeon of new tenants.Rentroll & MDA SystemUpdating and maintenance.Monitoring data input by Team to ensure accuracy.Check validity of submitted and processed adjustments.Submit to Property Administration Manager for approval.Back up to the Support Office Team LeaderEngage regularly with the Team Leader to keep abreast of Team Leader functions / responsibilities active queries and the like.Daily catch up with the Property Administration Manager via TeamsGeneral discussion of planning for the day / week.Progress reporting for any active projects.Staffing concerns.ProjectsCoordinate with necessary staff and drive planning adoption and completion of projects.Submission of Files to Legal DepartmentChecking the files and ensure required is included.Presentation of file to Legal.Annual AuditCoordinate with Property Administration Manager and Finance Department to manage necessary data collation for the Annual Audit.Annual Rates & Refuse Increase CalculationsCoordinate with the Support Office Leadership team (Supervisors Team Leaders and Manager) as well as the SKG Municipal Department to prepare and finalise the Annual Rates Increases.Any further tasks or projects required by Management from time to time.RequirementsBachelors degree in Business Administration Real Estate or a related field.Minimum of 2 years of experience in property management or administration.Strong understanding of property management processes and procedures .Key SkillsEmployment Type : Full-TimeExperience : yearsVacancy : 1Create a job alert for this searchAdmin Controller • East London, Eastern Cape, South Africa
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