Cape Town City Centre: Debtors Administrator

About the Role Our Client is a leading force in Commercial and Retail Property Management. We pride ourselves on managing premium office parks, retail centres, and industrial nodes. We are looking for a highly organized and financially astute Debtors Administrator to manage the rental and recovery collections for a prestigious portfolio. The ideal candidate is a “recoveries expert” who understands the complexity of commercial leases—from gross rentals to triple net recoveries—and has the resilience to manage tenant relationships professionally while strictly enforcing lease terms. Key Responsibilities Rental Invoicing : Generate accurate monthly invoices based on various lease structures (Gross, Net, and Triple Net), ensuring escalations are applied correctly. Recoveries (Operating Costs & Utilities): Calculate and invoice monthly recoveries for operating costs, rates and taxes, and utility consumption (water/electricity), ensuring accurate apportionments per lease clauses. Collections Management : Proactively manage the debtor’s book to ensure timeous collection of rentals and recoveries. Conduct regular follow-ups with corporate and retail tenants to reduce overdue days. Account Reconciliation : Prepare clear and concise reconciliation statements for tenant queries, specifically breaking down disputed operating cost charges. Query Resolution : Serve as the primary point of contact for tenant finance departments, resolving complex queries related to arrear rentals, VAT adjustments, and prior year recoveries. Legal Handover : Prepare documentation for the handover of defaulting tenants to attorneys or managing agents for legal action and eviction proceedings. Reporting : Prepare monthly debtors’ age analysis and cash flow forecasts for Portfolio Managers and Property Owners. Tenant Onboarding : Liaise with the leasing team to set up new tenants on the accounting system with correct invoicing parameters and deposit requirements. Qualifications & Experience Matric / Grade 12 is essential. Tertiary qualification in Finance, Accounting, or Property Studies (advantageous). Minimum 3 years’ experience as a Debtors Clerk or Accounts Receivable Clerk. Essential: Previous experience in a Commercial, Retail, or Industrial Property Management environment. Experience managing large corporate tenant accounts and understanding of B2B collections (as opposed to residential consumer collections). Proficiency with property management software (e.g., MDA, SAPO, Re-Leased, or MRI) is highly advantageous. Advanced Microsoft Excel skills (Pivot Tables, VLOOKUP’s, SUMIFS) for analyzing large recovery data sets. Skills & Attributes Deep understanding of commercial lease clauses regarding recoveries, deposits, and VAT. Strong numerical ability and analytical thinking. Excellent communication skills—able to professionally liaise with Financial Directors and Tenant Coordinators. Ability to work under pressure and meet strict month-end deadlines. High level of integrity and confidentiality when dealing with tenant financial data.