Financial & Administrative Supervisor (Realty Division)

SUMMARY:
Our client, a well-established agency in the Real Estate and Property Management industry, is looking to employ a passionate Financial & Administrative  Supervisor (Realty Division) to join their team based in Gqeberha (Port Elizabeth).

 The manager will be responsible for handling a wide range of financial, administrative, and support-related
tasks within the division.

The ability to work independently with minimal supervision is essential.

This role requires interaction with staff, clients, landlords, tenants, agents, attorneys, and service providers at
all levels in a fast-paced and pressurised environment.

The employee must be proactive, resourceful, efficient,
and always maintain a high level of professionalism.

Strong written and verbal communication skills, sound
decision-making

POSITION INFO:
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: Financial Administration Bank Statements & Reconciliations 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. Property & Tenant Financial Administration 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. Rental Deposits & Trust Accounts 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. Debit Orders & Tenant Accounts 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. Legal Collections Process legal collections immediately upon landlord instruction. Prepare and submit documentation to the appointed legal collection attorney. Financial Reporting 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. Administration New Lessors Follow up to ensure all required documentation is returned timeously. Capture new landlord details onto the system (WCU). New Lessees 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. Lease Renewals Obtain renewal instructions from lessors and lessees. Prepare and send renewal documentation. Follow up on the timely return of renewal documents. Arrange all administrative requirements for uploading information to the client portal and verify uploaded documentation. Ensure rental increases are processed accurately. Other Responsibilities Host monthly departmental meetings to ensure effective communication and operational alignment. Respond promptly to incidents and ensure that applicable service charges are raised in accordance with company procedures. Keep up to date with any amendments to relevant legislation and advise staff accordingly to ensure ongoing compliance. Prepare monthly reports on staff performance, operational compliance and division performance for discussion at the monthly management meeting. Integral part of management team reporting to the relevant director of said division. Responsible for the training and performance of all employees in financial division. Supervision of realty staff and dealing with escalations within required time periods, as well as queries from clients. Management of portfolio reallocations and recruitment procedures. Attendance and participation at management meetings, including but not limited to the preparation of timely reports and taking of minutes and timeous attendance of matters following from this meeting. The review of systems and procedures on an on-going basis to ensure maximum efficiency and that these meet directors and all stakeholder expectations. Take responsibility for personal learning and development and for setting achievable and meaningful work objectives and managing personal targets. Comply with Work Health and Safety legislation and operate in accordance with established Occupational Health and Safety practice and procedures at the company. General assistance and training of administration & financial staff, including but not limited to monitoring and auditing of portfolios in terms of approved procedures and required standards to facilitate and prioritise in-house training and annual assessments. Responsible for coordinating training of new staff. Control of all staff audits, in terms of approved procedures, for the financial division including seniors. Maintenance of schedules \/ databases as directed. Participation where requested by managers and\/or directors in preparation of research \/ special projects \/ training \/ templates relevant to the division or company in general. Control of template database and ensure this is protected and updated on a continuous basis. Demonstrate commitment to the company's organisational values, including performing to an exceptionally high ethical standard and focus on integrity, collaboration and teamwork in all efforts. Ensure the company brand and name are well established and embody the caption, 'leaders in property management'. Please note: If you do not receive a response within 2 weeks of submitting your application, please consider your application unsuccessful.