Job Objectives

Leases

• Prepare leasing proposals and ensure accurate, timeous, and efficient facilitation of leasing documents including filing, processing, communicating any changes, lessor-lessee signing, and regional management sign-off
• Ensure accurate capturing of leasing documents, agreements, and contracts on the SAP system and/or other applicable systems.
• Provide updates on Leasing Audit Reports, and create monthly reports for the Property Manager regarding outstanding Leases and renewals as per agreed standards and timelines
• Administer lease terminations ensuring that all relevant documents are processed and completed including Vacate Notices and Deposit Refund Notices

Debtors

• Prepare Debtor billings, and ensure accurate, timeous, and efficient facilitation of Tenant Invoices, Statement, and correspondence, Pre-Billing checks, contracts, and conditions of Loaded bill, including Debtor account collection, reconciliation and reporting according to agreed standards and timelines
• Preparation of Withholding Tax/VAT Certificate Billings where applicable including yearly reconciliation and reporting to Head Office and Supermarkets regarding certificates processed
• Provide support on Debtor queries
• Administer the hand-over of debtors to Legal department

Recoveries/Utilities

• Ensure accurate, timeous, and efficient capturing, filing, and document management of all recovery/utility bills including the reconciliation of meter photos, council invoices, and meter readings from Centre Managers
• Provide support to any tenant with any queries/disputes and ensure accurate processing of any corrections
• Submit the approved files and memos for Admin processing of Recoveries/Utility charges

Bank Allocations

• Ensure accurate, timeous, and efficient capturing, filing and document management of all Payments Received, Bank Statements, Recons, and Proof of Payments
• Compile and submit Bank Allocations Reports of the Funds Received (USD and Local Currency Accounts) to relevant persons to Admin for Allocation
• Provide Support for any payment corrections or reallocation

Supplier

• Ensure accurate, timeous and efficient processing and facilitation of all documents within this area, including quotes and invoices on SAP PO, as well as the supplier reconciliation and reporting according to agreed standards and timelines
• Provide support on queries regarding supplier payments, quotes and invoices, and building maintenance
• Obtain authorization with senior management in the processing of invoices and quotes according to the company approval framework

Budget

• Ensure accurate, timeous, and efficient processing and facilitation of all documents within this area, including the reconciliation of Centre Cost, Recoverable Expenses, and Building Maintenance Expenses on SAP
• Provide assistance to the Property Manager with relevant SAP information and reports for the drafting of budgets

General Coordination

• Attend management meetings on Arrears and Lease Audits reporting
• Assist the Property Manager with Letters and Memos, including correspondence with Centre Managers as and when required
• Ensure accurate, timeous, and efficient processing and facilitation of all documents for the General Property Manager and submission to the Head Office within this area, including the reconciliation of Centre Cost, Recoverable Expenses, and Building Maintenance Expenses on SAP 

Qualifications

• Matric/Grade 12 or equivalent qualification (essential)
• Diploma in Administrative studies or Finance, or an equivalent field (beneficial)

Experience

• Fully bilingual in both English and Portuguese. (Essential)
• 5years of administrative experience (Essential)
• 3 years experience with contract administration (Preferred)
• Moderate/advanced Excel skills (Essential)
• 2 years of SAP exposure (Preferred)
• 3 years of experience in a property/landlord environment (Preferred)