Realty Division Manager; Financial & Administrative

Location Eastern Cape, Port Elizabeth

Requirements:

• Matric or equivalent.
• Relevant qualification.
• High level of accuracy and attention to detail.
• Strong numerical and analytical ability.
• Excellent verbal and written communication skills.
• Effective time management and organisational skills.
• Strong IT and accounting software proficiency.
• Client service orientation.
• Ability to work under pressure and meet deadlines.
• Problem-solving and decision-making ability.
• Ability to maintain confidentiality and professionalism.

Responsibilities but not limited to:

• Update bank statements daily.
• Map transactions where possible.
• Allocate payments against expenses where required.
• Perform daily bank reconciliations.
• Print aged analysis reports to PDF and distribute to agents and management monthly.
• Run commission reports and calculate commissions accurately.
• Process tenant payments timeously against tenant accounts.
• Process landlord payments promptly and accurately.

• Process water readings and municipal balances and notify lessees of payable amounts.
• Source levy amounts for upcoming monthly payments.
• Maintain and update owner and tenant details daily.
• Open and maintain new electronic folders and accounting system accounts.
• Process invoicing and account reconciliations as required.
• Reconcile commissions monthly and ensure payment to the company by the 20th of each month.
• Process flats separately per block and ensure one consolidated payment to the lessor.
• Prepare and distribute monthly reconciliations to lessors detailing payments received and
  deductions made.

• Invest rental deposits upon receipt of required FICA documentation and funds.
• Obtain authorisation from the Financial Manager before investments are processed.
• Disinvest rental deposits timeously upon receipt of required documentation and written authorisation from the landlord and Financial Manager.
• Ensure all trust account functions comply with regulatory and audit requirements.
• Process year-end trust account adjustments by the end of February annually.
• Ensure all control accounts balance and supporting schedules are available for audit purposes.
• Prepare and provide all required ledgers and documentation to auditors.
• Ensure audit completion by June annually to facilitate payment of required interest to the Estate Agency Affairs Board.

• Ensure debit orders are processed by the 21st of each month for processing on the 1st of the following month.
• Raise billing allocations for tenants.
• Distribute tenant statements before the 24th of each month.
• Ensure strict compliance with debt collection procedures.
• Process Acknowledgements of Debt (AOD) documentation, approvals, and communication in accordance with company procedures.
• Report monthly tenant data to TPN.

• Process legal collections immediately upon landlord instruction.
• Prepare and submit documentation to the appointed legal collection attorney.

• Bank reconciliations.
• Trust bank account reports.
• Trust investment account reports.
• Income reports.
• Age analysis reports.
• Property loss/gain reports.
• Confirmation of allocated payments and list of unallocated payments.
• Arrears schedules with detailed commentary.

• Follow up to ensure all required documentation is returned timeously.
• Capture new landlord details onto the system (WCU).

• Ensure all required documentation has been received and verified.
• Arrange all administrative requirements for uploading information to the client internet portal.
• Verify documentation once uploaded to the portal.

• Obtain renewal instructions from lessors and lessees.
• Prepare and send renewal documentation.
• Follow up on…