Debtors And Leasing Administrator

Hire Resolve

Western Cape, south-africa

Hire Resolve is seeking a detail-oriented, proactive Debtors & Lease Administrator to join a premier property management group based in Observatory, Cape Town. Reporting to the Portfolio Financial Controller, this full-time onsite position is responsible for managing tenant billings, lease capturing, debt collection, and complex account reconciliations using MDA Property Management software. Key Performance Areas: Lease Administration & Capturing: Accurate loading, updating, and processing of new lease agreements, lease renewals, tenant escalations, deposit administration, and lease terminations on the MDA system. Debtors Billing & Recoveries: Generate and distribute monthly rental invoices, levies, and variable charges including electricity, water, and municipal utility re-charges. Tenant Account Reconciliations: Perform detailed monthly tenant ledger reconciliations, process receipt allocations, reconcile bank accounts, and resolve unallocated receipts. Arrears Control & Credit Control: Monitor aged debtors reports, follow up on outstanding rental balances telephonically and in writing, issue notice letters, and negotiate payment arrangements. Tenant Liaison & Query Resolution: Manage tenant account inquiries professionally, resolve billing discrepancies promptly, and maintain strong relationships with Property Managers and portfolio teams. Minimum Requirements: Education: Matric / Grade 12 is required; a relevant Certificate or Diploma in Bookkeeping, Accounting, or Property Management is advantageous. Software Mastery: Demonstrated practical experience using MDA Property Management software is essential. Experience: Minimum 1 to 4 years' experience in Debtors Administration, Credit Control, or Lease Administration within property management, commercial real estate, or housing environments. Technical Competencies: Strong understanding of property billing cycles, municipal utilities re-charging, lease terms, and ledger reconciliations. Proficient in MS Excel. Attributes: Excellent communication skills, strong numerical accuracy, assertive collection capabilities, and a structured, deadline-driven approach.

4 days ago

Property Administrator - Retail Shopping Centre

Excellerate JHI

KwaZulu-Natal, south-africa

full-time

About the role We are looking for an organised, financially astute and detail-oriented Property Administrator to join our team within a retail shopping centre environment. The role provides essential administrative and financial support to the property management function, with particular responsibility for lease administration, debtor management, tenant accounts, contract administration, data integrity and regulatory compliance. You will work closely with tenants, property managers, brokers, finance teams, FICA specialists and other stakeholders to ensure that lease and tenant information is accurate, debtor accounts are actively managed, and administrative processes are completed efficiently and within required timelines. This is a hands-on role suited to someone who enjoys working with detail, financial information and tenant relationships in a fast-paced retail property environment. What you will bring Inherent requirements for the position (non-negotiable) Minimum Grade 12, preferably with Accounting or a related commercial subject. At least 2 years' relevant experience in property administration, lease administration, debtor administration or a similar role within a commercial or retail property management environment. Practical knowledge of commercial leasing processes and lease-related documentation. Sound understanding of debtor management and financial administration. Working knowledge of FICA requirements relevant to tenant onboarding, KYC and lease administration. Working knowledge of POPIA and the importance of appropriate handling and protection of tenant and client information. Experience preparing, reviewing and maintaining lease-related and financial documentation. Additional demonstrable requirements Proficiency in Microsoft Office, particularly Excel, Word and Outlook. Experience using property management or contract administration systems such as SAP, MDA or similar. Sound understanding of lease-related financial concepts, including rentals, escalations, deposits, interest, commissions, turnover rentals and recoveries. Strong administrative discipline and attention to detail. Ability to work accurately with high volumes of financial, contractual and tenant information. Strong organisational skills, with the ability to manage multiple deadlines, queries and follow-ups simultaneously. Professional written and verbal communication skills. Ability to engage confidently with tenants, brokers, suppliers, property managers and internal stakeholders. Strong problem-solving and follow-through skills. Ability to maintain accurate and complete records. What you will be doing Debtor and collections administration Monitor tenant debtor accounts and follow up on outstanding rental and other charges. Investigate short payments, credit balances and disputed amounts. Allocate payments and process journals or account corrections where required. Reconcile tenant accounts and assist in resolving account discrepancies. Follow up on outstanding debit orders, unpaid transactions and other payment issues. Calculate and monitor interest on arrear rental where applicable. Prepare and issue formal collection correspondence in accordance with internal processes. Escalate overdue accounts and recommend further collection or legal action where appropriate. Maintain clear and accurate collection notes, commitments and follow-up dates. Keep tenant contact and account information accurate and up to date. Lease administration Support the administration of new lease agreements, renewals, amendments, cessions and cancellations. Create and maintain contracts on the relevant property management system. Coordinate with brokers, property managers and internal stakeholders to ensure lease documentation is complete. Prepare lease packs, commission calculations and supporting documentation. Monitor critical lease dates, outstanding documents and conditions. Assist with tenant credit vetting and lease renewal administration. Maintain accurate records of deposits, guarantees, sureties and other lease securities. FICA and compliance Coordinate with the FICA function to ensure required tenant documentation is obtained and maintained. Assist with KYC information and risk-rating requirements relating to new and existing tenants. Follow up on outstanding or expired FICA documentation. Ensure FICA and supporting lease documentation is appropriately recorded and retained. Escalate incomplete, inconsistent or potentially non-compliant documentation. Handle tenant and client information in accordance with POPIA and internal data-protection requirements. Tenant administration Maintain accurate tenant information on relevant property management systems. Maintain complete and organised electronic and/or physical tenant files. Prepare lease-related correspondence, reports and supporting documents. Respond to tenant queries relating to accounts, invoices, statements and lease administration. Track outstanding documentation and follow up with tenants as required. Support tenant vacating processes and associated administration. Retail turnover administration Collect, capture and monitor tenant turnover information where applicable. Follow up on outstanding monthly turnover submissions. Maintain accurate turnover records. Assist with the calculation and administration of turnover rental in accordance with lease provisions. Investigate discrepancies in tenant turnover information where required. Financial and reporting support Assist with monthly cash-flow and debtor reporting. Ensure tenant accounts have accurate comments, actions and follow-up dates. Support internal and external audit queries and provide supporting documentation. Assist with quarterly, year-end and other property reporting requirements. Review lease and financial information for accuracy and identify discrepancies requiring correction. Validate and process broker commission claims and other relevant invoices. Data integrity and document control Maintain the accuracy and completeness of building, tenant and lease data. Ensure contracts, guarantees, sureties, deposits, FICA documents and supporting records are correctly captured and filed. Regularly review data for completeness and resolve discrepancies. Process approved adjustments and changes to tenant and lease information. Maintain reliable records for operational, financial and audit purposes. Tenant and stakeholder liaison Build and maintain professional working relationships with tenants and internal stakeholders. Liaise with property managers, brokers, finance teams, FICA specialists, suppliers and other service providers. Assist with tenant account and invoice queries. Coordinate information required for meter readings, utilities and municipal billing where applicable. Assist with key handovers, tenant vacating processes and pre-reinstatement inspections. Escalate unresolved issues appropriately and ensure matters are followed through to completion. What success looks like in this role You will be successful in this role if you: Work accurately and consistently with financial and contractual information. Take ownership of tenant queries and outstanding actions. Maintain strong control over deadlines and documentation. Are comfortable engaging with tenants regarding outstanding accounts. Understand the importance of FICA, POPIA and accurate record keeping. Identify discrepancies early and take action to resolve them. Build strong working relationships with tenants and internal teams. Remain organised and professional in a busy retail property environment. Closing Date 16 October 2026

8 days ago

Finance Manager - Property Management

Excellerate JHI

Gauteng, south-africa

full-time

About the role We are looking for an experienced Finance Manager with a strong background in property management finance to join our team. This is a specialist property finance role. The successful candidate will be responsible for managing the financial performance, reporting and financial controls relating to property portfolios, while partnering closely with Property Management, Asset Management, clients and other stakeholders. You will oversee the Client Portfolio Financial function and play an important role in ensuring accurate reporting, effective financial management and meaningful financial insight for property owners and the business. Importantly, this is not a general corporate finance role. Previous hands-on finance experience within the property management industry is a non-negotiable requirement. What you will bring Inherent requirements - non-negotiable BCom Accounting Degree or equivalent relevant financial qualification. Minimum of 5 years' relevant finance experience. Demonstrable finance experience within the property management industry. Experience managing or supporting the financial performance of commercial property portfolios. Strong understanding of property income, tenant recoveries, operating expenditure, budgeting and portfolio financial reporting. Advanced Microsoft Excel skills. Strong financial reporting and analytical capabilities. Experience engaging with Property Managers, Asset Managers, clients and/or property owners. A relevant professional accounting designation or membership would be advantageous, including CA(SA), CIMA/CGMA, SAIPA or an equivalent recognised professional accounting qualification. Candidates who are currently completing a relevant professional qualification may also be considered. Please note: Candidates without relevant property management finance experience will not be considered for this position. Additional experience and knowledge The successful candidate should demonstrate experience across a number of the following areas: Management accounts and financial reporting. Property portfolio budgeting and forecasting. Tenant billing, recoveries and income management. Debtors and creditors management. General ledger management and reconciliations. Cash flow management. Property operating expenditure and cost management. Capital expenditure management. Management fees, commissions and recoveries. Financial implications of leases and property-related agreements. VAT, income tax and statutory financial reporting. Audit preparation and responding to audit queries. Financial policies, controls and compliance. Variance analysis and financial performance reporting. Client and landlord financial reporting. Financial systems and process improvement. Experience working with SAP and property management/accounting systems such as MDA, MRI or similar platforms would be advantageous. What you will be doing Property portfolio financial management You will take responsibility for the effective financial management of assigned property portfolios, including: Preparing and reviewing monthly management accounts. Managing forecasts and financial projections. Preparing financial reporting for management, clients, Finco, Exco and Board reporting where required. Managing and reviewing general ledger activity. Overseeing debtors and creditors. Monitoring property income, including management fees, tenant recoveries, commissions and other income. Managing monthly statutory reporting requirements. Monitoring cash flow and financial performance. Preparing and managing property and portfolio budgets. Analysing actual performance against budget and forecast. Investigating and explaining financial variances. Identifying financial risks, overspending, underspending and emerging trends. Providing proactive financial feedback and insight to Property Management and clients. Client and business partnering Finance plays an important role in supporting both our business and our clients. You will: Partner with Property Managers, Asset Managers and other operational teams. Build effective working relationships with property owners and clients. Present and explain financial information in a clear and commercially relevant manner. Provide financial insight to support property and portfolio decisions. Respond proactively to financial queries and identify potential issues before they become problems. Support the business in improving the financial performance of property portfolios. Business unit financial performance You will assist with the financial management of the business unit through: Reviewing cost centre results. Managing actual performance against budgets. Coordinating financial inputs into the budgeting process. Preparing and updating projections. Identifying over- and underspending. Managing income and balance sheet items relating to the region or portfolio. Monitoring and controlling costs. Providing clear variance analysis and commentary. Systems and process improvement We are continuously looking for opportunities to improve the way we work. You will contribute by: Identifying opportunities to automate financial and reporting processes. Improving management fee and portfolio reporting processes. Working with the Financial Manager leadership team and CFO on finance-related improvements. Providing financial input into system configuration and transaction treatment. Supporting SAP, BI tools and other property finance systems. Maintaining appropriate financial structures and reporting hierarchies. Audit, risk and compliance You will: Support internal and external audit processes. Respond to and resolve audit queries. Implement agreed audit recommendations. Prepare monthly compliance schedules. Ensure appropriate financial controls are maintained. Support compliance with relevant financial policies, procedures and regulatory requirements. What will make you successful in this role You are likely to succeed in this position if you: Understand the commercial realities of managing property portfolios. Can interpret financial information and translate it into meaningful business insight. Are comfortable engaging with clients and senior stakeholders. Are highly analytical and detail-oriented without losing sight of the bigger picture. Take ownership and follow through on financial issues. Can manage competing deadlines across multiple portfolios. Are confident challenging information where something does not make financial sense. Work collaboratively across Finance, Property Management and Asset Management. Look for better, more efficient ways of doing things. Closing Date 12 October 2026

9 days ago

Purchasing Lead

AECI Limited

Gauteng, south-africa

full-time

Position Purpose The Purchasing Lead is responsible for leading and coordinating operational procurement execution and business-facing purchasing activities for AECI Head Office and for Indirect spend on behalf of other AECI businesses in the region. The role provides a central purchasing interface for property-related and indirect requirements, ensuring that business demand is translated into compliant, efficient and value-driven procurement execution. The role leads the end-to-end purchasing process, from approved requisition through purchase order placement, delivery follow-up and issue resolution, including all finance invoice related queries and workflows from the ERP System. The incumbent is responsible for the monitoring and reporting on compliance with approved category strategies, negotiated contracts, preferred supplier arrangements, procurement policies and Delegation of Authority requirements and for implementing corrective actions where deviations are identified. Working closely with internal stakeholders, Strategic Sourcing and Category management, the role consolidates demand, improves contract utilisation, reduces fragmented and maverick spend, strengthens supplier performance and drives consistent purchasing practices across AECI Head Office functions and the groupwide indirects portfolio. Key Accountabilities Operational Procurement Execution Lead and manage end-to-end purchasing execution (requisition PO delivery issue resolution). Ensure all purchasing transactions comply with procurement policy and financial controls. Translate approved category strategies, contracts and supplier panels into property-level buying plans. Ensure approved requisitions are converted into complete and accurate purchase orders within agreed service levels. Ensure adherence to approved contracts, catalogues, supplier panels and preferred supplier arrangements. Drive contract compliance and maverick spend reduction. Ensure accurate and timely procurement transactions in SAP/Coupa and drive improvements in ERP and e-Procurement system usage. Coordinate expediting, delivery follow-up, service-entry issues, invoice exceptions and operational escalations. Maintain visibility of open purchase orders, overdue deliveries and unresolved purchasing issues across the portfolio. Manage the resolution and escalation of supply or service disruptions that could impact AECI operations. Monitor transaction backlogs, ageing purchase requests and unresolved purchasing matters. Monitor policy exceptions and implement corrective actions. Report on open orders, supplier performance, compliance levels and spend trends. Demand Planning & Consolidation Establish forward visibility of recurring and planned portfolio requirements. Work with property managers, business stakeholders and budget owners to understand purchasing requirements, service priorities and anticipated demand. Identify recurring, fragmented and emergency purchases that should be addressed through demand consolidation, sourcing or contracting interventions. Provide consolidated demand information and purchasing insights to Strategic Sourcing and Category Management teams. Improve ordering disciplines by ensuring that requirements are submitted with sufficient specifications, approvals and lead times. People Management Lead, coach and develop a team of Buyers. Allocate purchasing requirements across the buying team based on category, property, complexity and urgency. Establish clear roles, responsibilities, service standards and performance expectations for the buying team. Set clear KPIs (OTIF delivery, cost savings, compliance, cycle time). Drive a high-performance, service-oriented culture. Support capability building across tactical and operational buying. Manage team performance and development in line with AECI people-management requirements. Supplier Performance & Risk Management Monitor supplier performance across cost, quality and delivery reliability. Manage supplier issue resolution and escalation. Monitor procurement-related payment issues impacting supplier relationships. Identify and mitigate supply and operational risks. Support supplier reviews in collaboration with Strategic Sourcing and/or Category Managers. Escalate strategic, commercial or persistent supplier failures to the relevant Strategic Sourcing or Category Manager. Identify and mitigate operational supply and service continuity risks. Business Partnering Act as the primary procurement interface for the assigned business unit. Translate business requirements into clear purchasing plans. Ensure alignment between business demand and procurement execution. Provide input on cost drivers, price movements, and supply risks. Build effective working relationships with key stakeholders. Financial & Commercial Management Track and report on purchase price variance, savings realization and Budget adherence. Support budgeting and forecasting processes. Ensure cost discipline and value delivery. Monitor spend against approved contracts, supplier panels and preferred supplier arrangements. Identify opportunities for demand consolidation, specification optimisation and improved supplier utilisation. Governance, Compliance & Process Excellence Ensure full compliance with procurement policies, Delegation of authority (DoA) and Contracting standards. Maintain audit-ready procurement records. Drive continuous improvement in procurement processes, system utilisation (SAP, Coupa), data quality and reporting. Ensure ethical procurement practices are maintained throughout the purchasing process. Continuous Improvement & Transformation Identify opportunities for process optimization, automation and digital adoption / reduction of manual interventions. Support procurement transformation initiatives led at higher levels. KPI's Contract compliance (%) On-time, in-full delivery (OTIF) Purchase Order accuracy Purchase order cycle time (i.e. % of approved PRs converted into POs within agreed service levels) Cost savings / cost avoidance Supplier performance scores Reduction in emergency / spot buys Procurement audit compliance Reduction in After-the-Fact POs Reduction in maverick spend Value and ageing of overdue or open POs Governance compliance Stakeholder satisfaction Minimum Qualifications Bachelor's Degree in Supply Chain Management, Procurement, Commerce, Business Management, Finance, Engineering, Information Technology or related discipline. A recognised procurement or supply chain professional qualification will be advantageous. Postgraduate qualification in Procurement, Supply Chain, or Business Management will be advantageous. Experience Required At least 5-7 years proven experience in procurement, purchasing, category management, supply chain or operations, including experience in indirects. Demonstrated experience in leading, coaching or supervising a purchasing or buying team. Experience supporting multiple properties, sites or business units within a matrix organisation. Practical procurement experience in property, facilities management, corporate services or other indirect spend categories will be advantageous. Strong ERP and eProcurement experience (SAP, Coupa). Solid commercial, analytical and problem-solving capability. Excellent communication, influencing, and stakeholder engagement skills. Exposure to industrial or specialty chemicals or similar industries. (Explosives Industry knowledge advantageous). Competencies Required: Skills: Strong commercial acumen Operational purchasing and procurement execution Analytical and problem-solving skills Excellent stakeholder management Strong stakeholder management Communication Influencing skills Team leadership Knowledge Indirect procurement and property-related purchasing Procure-to-pay and requisition-to-order processes Contract and preferred supplier compliance Supplier performance and operational risk management Demand consolidation and purchasing planning Purchase order controls and audit requirements ERP and eProcurement systems, preferably SAP and Coupa Behaviours Demonstrated leadership capability Strong service orientation Accountability and ownership Team development and performance management Performance management Ability to operate effectively within a matrix and corporate environment Commitment to ethical, compliant and transparent procurement practices Key Internal Stakeholders Business unit operations Finance, Accounts payable and Budget owners Strategic Sourcing and Category teams Category Management team Property and Facilities Management

15 days ago

Property Legal Officer

JAM Clothing SA

KwaZulu-Natal, south-africa

full-time

Criteria: Relevant Legal qualification. Experience in commercial and or real estate law would be advantageous. Experience in lease administration within retail industry would be advantageous. Advanced Microsoft Office Skills specifically in Excel and Word. Attributes: Meticulous eye for detail and accuracy. Ability to work under pressure and to strict timelines. Ability to communicate professionally at all levels. Ability to articulate both orally and written communication clearly and professionally. High level of integrity and ability to deal with confidential information. Key Responsibilities: Legal administration for Group Property function which includes, but is not limited to, drafting, formatting, reviewing, vetting and finalizing lease agreements and other property related contracts. Legal correspondence with landlords and other related suppliers. Review and negotiate lease terms with property owners, property managers, and agents. Process and manage leases as well as filing and monitoring of lease documents. Report on contractual lease obligations. Review lease terms and provide relevant alternative lease solutions. Monitor lease anniversary and expiry. Timeous exercise of Rights of Option to renew. Communication with internal and external related stakeholders. Maintain and manage diary system. Attend meetings and record minutes for action as well as follow up on relevant action points. Support Property Manager in related matters as required.

15 days ago

Building Manager

Excellerate JHI

Gauteng, south-africa

full-time

About the role As a Building Manager, you will oversee the service and maintenance contractors and staff, execution of building related activities as predetermined by Operations and Centre Managers. Establish and maintain mutually beneficial relationships with tenants and service contractors; assist Operations Manager to co-ordinate repairs, revamps and tenant installations; carry out inspections and general building maintenance. What you will bring Experience / Education: Experience / Education: Technical / mechanical qualification at N4 level with approximately 3 - 5 years relevant experience Skills required: Technical and mechanical; basic building maintenance; plumbing and electrical. PC literacy - working knowledge of MS Word and MS Excel Knowledge required: Knowledge of lease conditions including house rules, knowledge of housekeeping principles, Basic OHS; airconditioning, plumbing, electrical, knowledge of Company policies and procedures, Administration principles and reporting, Working knowledge of statutory requirements, Knowledge of cost budgeting and control. Competencies required: Customer & Quality focus, Methodical, Teamwork and Co-operation, Problem solving & Decision making, Communication; Tolerance for Stress, Assertive, Drive and Productivity What you will be doing: Budgeting & Expense control Building Management & Administration Project Management of Revamps Upgrading in conjunction with Centre/Property Manager Manage service & maintenance contractor and liaise with Management of contractors

a month ago

Property Manager

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