Job purpose

It is imperative to understand the significance and contribution of this role in the greater financial landscape of the organization. The purpose of a Debtors Administrator is to ensure that data is collated and processed, in a confidential and timely manner. This role is responsible for providing financial, clerical and administrative services and support, to ensure efficient, timely and accurate recordkeeping and financial reporting of all accounting matters within the scope.  This role is regarded as that of premium Brand Ambassador for The Business Exchange Group (TBE), as well as having a fiduciary duty toward the company, its subsidiaries and interests, in all functions, duties and responsibilities. The Debtors Administrator is required to act in the best interest of the company, at all times. 

Job description

Key responsibilities

The Debtors Administrator is responsible for handling all debtors aspects of the Finance Department, which includes, but is not necessarily limited to:

• Open new tenant accounts, using MRI property central
• Ensure comprehensive tenant details are captured and accurately recorded on the accounting system
• Capture new leases and vacate tenants
• Initiate pre-billing, prepare and run pre-billings report
• Audit and check monthly pre-billing ancillary charges, as provided by centre associates
• Capture ancillary charges, using MRI property central
• Send pre-billing Report to client relations, for review
• Process respective billings on the accounting system, so as to generate invoices
• Send invoices and statements to tenants, monthly
• Send out reminders for payment, in accordance with company policy
• Collect tenant rentals on the 1st of every month, allocating payments to respective tenant accounts
• Adhere to the collections process as documented in the finance procedure document
• On the 4th of every month, contact tenants with overdue payments, both telephonically and on email
• On the 7^th of every month, circulate final reminders to overdue tenants, ensuring you obtain a commitment to pay
• Should no payments be received by the 9^th, inform IT to suspend services
• Circulate breach letters to tenants who have not paid
• Monitor accounts to ensure payments are up to date
• Monitor customer account details for non-payments, delayed payments and other irregularities
• Every 2^nd or 3^rd day, import Bank Statements and allocate to respective tenant accounts
• Debtor accounts reconciliations to be done, weekly, monthly or as and when required
• Maintain and update notes on respective tenant accounts on age analysis
• Ensure data accuracy on MRI property central at all times
• Deal with and resolve tenant related finance queries
• Update arrears and report on debtors age analysis, on a weekly basis or as and when required
• Furnish collection report and cash flow tracker for management, as and when required
• Furnish income statement comparisons for management, as and when required
• Attend to all ad hoc projects and tasks, as assigned by the finance manager and or nominated individual
• Ensure that all data / information handled is treated with care and with due cognizance of legislative requirements

Job specification

Skills, competencies & minimum criteria

• Minimum diploma or degree level qualification in accounting
• Minimum of 4 years experience as debtors clerk
• Minimum 4 years accounts receivable or general accounting experience
• Knowledge of MRI property central preferred, at minimum experience on property management software
• Strong knowledge of general accounting procedures
• Above average numeracy skills (as opposed to strong numbers person)
• Customer service skills
• Proficient in data entry and management
• Intermediate level Microsoft Excel, Word and Outlook required

Behavioral Competencies

• Confidentiality, organizing and prioritizing
• Meticulous attention to detail and accuracy vital
• Strong work ethics, professional attitude and reliability
• Good judgement and analytical skills
• Problem solving, appropriate communication and information management skills
• Ability to work independently as well as within a team
• Ability to meet deadlines
• Resilience in relation to constructive feedback, customer/client queries/complaints, whilst maintaining professional and friendly demeanors
• High focus on internal controls, exhibiting passion and dedication to completing all work diligently and with the required level of care
• Ability to receive feedback with the necessary level of maturity and to listen to and assimilate information to make the appropriate changes

Disclaimer

The Business Exchange (TBE) may in its absolute discretion, reasonably require the employee, from time to time, to perform duties which are incidental to the position into which the employee has been appointed.  The employee understands and acknowledges that their duties and responsibilities may develop or change in accordance with evolving business needs, the environment in which it operates and socio-economic factors that may fluctuate from time to time.

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