SKILLS, COMPETENCIES & MINIMUM CRITERIA

• Minimum Diploma or Degree level qualification in accounting
• Minimum of 4 years’ experience as Debtors Clerk
• Minimum 4 years’ Accounts Receivable or general accounting experience
• Knowledge of MRI Property Central preferred, at minimum experience on property management software
• Strong knowledge of general accounting procedures
• Above average numeracy skills (as opposed to strong numbers person)
• Customer service skills
• Proficient in data entry and management
• Intermediate level Microsoft Excel, Word and Outlook required

JOB PURPOSE

It is imperative to understand the significance and contribution of this role in the greater financial landscape of the organization. The purpose of a Debtors Administrator is to ensure that data is collated and processed, in a confidential and timely manner. This role is responsible for providing financial, clerical and administrative services and support, to ensure efficient, timely and accurate recordkeeping and financial reporting of all accounting matters within the scope. This role is regarded as that of premium Brand Ambassador for The Business Exchange Group (TBE), as well as having a fiduciary duty toward the company, its subsidiaries and interests, in all functions, duties and responsibilities. The Debtor’s Administrator is required to act in the best interest of the company, at all times.

KEY RESPONSIBILITIES

The Debtor’s Administrator is responsible for handling all debtors’ aspects of the Finance Department, which includes, but is not necessarily limited to:

• Open new tenant Accounts, using MRI Property Central
• Ensure comprehensive tenant details are captured and accurately recorded on the Accounting system
• Capture new leases and vacate tenants
• Initiate pre-billing, prepare and run Pre-billings Report
• Audit and check monthly pre-billing ancillary charges, as provided by Centre Associates
• Capture ancillary charges, using MRI Property Central
• Send Pre-billing Report to Client Relations, for review
• Process respective billings on the Accounting system, so as to generate Invoices
• Send invoices and statements to tenants, monthly
• Send out reminders for payment, in accordance with company policy
• Collect tenant rentals on the 1st of every month, allocating payments to respective tenant accounts
• Adhere to the collections process as documented in the Finance Procedure document
• On the 4th of every month, contact tenants with overdue payments, both telephonically and on email
• On the 7th of every month, circulate final reminders to overdue tenants, ensuring you obtain a commitment to pay
• Should no payments be received by the 9th, inform IT to suspend services
• Circulate Breach Letters to tenants who have not paid
• Monitor accounts to ensure payments are up to date
• Monitor customer account details for non-payments, delayed payments and other irregularities
• Every 2nd or 3rd day, import Bank Statements and allocate to respective tenant accounts
• Debtor accounts reconciliations to be done, weekly, monthly or as and when required
• Maintain and update notes on respective tenant accounts on age analysis
• Ensure data accuracy on MRI Property Central at all times
• Deal with and resolve tenant related finance queries
• Update arrears and report on Debtors Age analysis, on a weekly basis or as and when required
• Furnish Collection Report and Cash Flow Tracker for management, as and when required
• Furnish Income Statement comparisons for management, as and when required
• Attend to all ad hoc projects and tasks, as assigned by the Finance Manager and or nominated individual
• Ensure that all data / information handled is treated with care and with due cognizance of legislative requirements