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Exciting Career Opportunity: Debtors Administrator

We are seeking a detail-oriented and proactive Debtors Administrator to join our Property Management Division. The primary purpose of this role is to ensure the efficient collection of outstanding rental and related charges, while maintaining accurate debtor records and supporting healthy cash flow across the portfolio.

Reporting directly to the Portfolio Manager, the Debtors Administrator will play a key role in supporting the financial performance of the property portfolio by ensuring debtor accounts are well-managed, up to date, and aligned with company policies and procedures.

 

Key Responsibilities:

• Manage and maintain debtor accounts across the property portfolio, ensuring accuracy and completeness of records
• Monitor outstanding rental, operating costs, and other recoverable charges on a daily basis
• Ensure timely collection of all outstanding amounts in line with lease agreements and company policies
• Conduct regular follow-ups with tenants via email, telephone, and formal correspondence to recover overdue amounts
• Issue statements, reminder letters, and demand notices to tenants as required
• Reconcile debtor accounts and resolve account queries, discrepancies, and disputes promptly
• Allocate receipts accurately and ensure all payments are correctly recorded in the system
• Prepare and distribute regular debtor age analysis reports and provide feedback to the Portfolio Manager
• Identify high-risk accounts and escalate concerns, providing recommendations for recovery action
• Administer and follow up on legal matters relating to debtor accounts within designated focus areas, including liaising with attorneys and debt collectors
• Manage turnover audited certificates in accordance with lease obligations, including diarising submission due dates, obtaining audited turnover certificates from tenants, and calculating the relevant turnover rental payable
• Assist with the preparation of documentation for legal proceedings, lease enforcement, and tenant default actions
• Assist with raising ad hoc charges, scrutinising tenant recoveries, and supporting the resolution of pre-billing queries and exceptions
• Support the Portfolio Manager with debtor reporting, analysis, and recovery strategies
• Maintain proper filing and record-keeping of all debtor correspondence, legal documentation, and payment records
• Ensure compliance with internal controls, lease terms, and company debtor management procedures
• Contribute to improving debtor collection processes and supporting overall cash flow management

 

Job Functions:

• Debtors Administration and Account Management
• Debt Collection and Recovery
• Turnover Rental Administration
• Legal and Compliance Administration
• Tenant Billing Support and Recoveries
• Reporting and Communication
• Support to Property Management Function

Qualifications & Experience:

• Grade 12 (required).
• A relevant qualification in Accounting.
• Computer literate
• 4–5 years’ experience in a debt collection role, preferably within the property industry
• Computer literate, with strong proficiency in Microsoft Excel and word processing.
• Experience using MDA will be an added advantage.
• Fluent in English with excellent analytical and reporting skills.
• Team-oriented with proven ability to present to diverse stakeholders.

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