Debtors Administrator - Property Management

Debtors Administrator - Property Management

We are a leading real estate services company that combines global standards with specialised local knowledge to create customisable high-performance solutions for our clients. We advise property owners and occupiers on every aspect of their property strategies and assist them in the development, buying, selling, leasing, valuing and management of their assets. Our dedication to quality and excellence sets us apart in the industry.

Why choose us

Be part of a forward-thinking culture that values entrepreneurial spirit and celebrates your best work. Collaborate with talented property professionals, leverage unparalleled resources, and enjoy opportunities for both personal and professional growth. At JHI, your contributions are encouraged and celebrated, ensuring a rewarding journey as you advance in your career.

About the role

We are seeking a detail-oriented and proactive Debtors Administrator to manage rental collections and tenant accounts for an assigned property portfolio.

In this role, you will help protect our clients’ cash flow by collecting outstanding rentals and other tenant charges, monitoring arrears, resolving account queries and maintaining accurate financial records. You will work closely with tenants, property managers, clients and finance colleagues to ensure that payments, recoveries and reporting are managed accurately and on time.

You will bring a professional and solution-focused approach to collections, balancing firm follow-up with the ability to maintain positive, long-term relationships.

What you will bring

Inherent requirements for the position (non-negotiable)

• Matric with Accounting as a subject.
• At least two years’ relevant experience in rental collections and debtors administration within the property sector.
• Sound practical knowledge of tenant-account reconciliations, payment allocations, journals and arrears reporting.
• Computer literacy in Microsoft Office, including intermediate Excel skills for formulas, sorting, filtering and account reconciliations.
• Practical experience working with a property management or accounting system.

Additional demonstrable requirements

• A relevant certificate, higher certificate or diploma in Credit Management, Financial Management, Accounting or Bookkeeping would be advantageous.
• Completed short courses in credit control or debtors management would be an additional advantage.
• SAP experience would be advantageous.
• A working understanding of lease provisions relating to rental payments, deposits and recoverable charges.
• Strong numerical accuracy, attention to detail and the ability to investigate and resolve account discrepancies.
• Effective communication, negotiation and relationship-building skills, with the confidence to handle difficult collection conversations professionally.
• Strong administration and organisational skills, with the ability to prioritise accounts, follow through on commitments and meet reporting deadlines.

What you will be doing

Rental Collections & Arrears Management

• Collect outstanding rentals and other tenant charges through proactive telephone and email follow-up.
• Monitor debtors age analyses and maintain accurate arrears reports, recording collection actions, payment commitments and required follow-ups.
• Negotiate payment arrangements and acknowledgements of debt within approved authority limits, monitor compliance and escalate missed commitments.
• Identify persistent arrears and recommend accounts for further action in consultation with the relevant property manager and client.

Tenant Account Administration & Allocations

• Allocate incoming payments accurately and process authorised journals to correct allocations and account discrepancies.
• Reconcile tenant accounts, investigate credit balances and resolve or escalate outstanding allocation queries.
• Administer approved deposit refunds and interest reversals, ensuring that supporting documentation is complete.
• Reconcile daily incoming and outgoing payments and process authorised landlord payments where required.

Tenant Liaison & Legal Coordination

• Resolve tenant-account queries professionally, working with property managers and finance colleagues to address billing or payment discrepancies.
• Issue approved final demand letters and coordinate landlord-authorised legal handovers, including following up with attorneys on progress and outstanding matters.
• Process legal invoices, arrange approved recoveries from tenant accounts and coordinate timely payment of attorney accounts.
• Maintain accurate tenant contact details and master data in SAP, together with clear records of correspondence and collection activity.

Utilities & Recoveries

• Upload consumption slips and supporting utility documentation to the relevant portals before statement runs.
• Reconcile utility charges against metering service provider schedules, investigate discrepancies and arrange authorised adjustments to pre-billing reports.
• Coordinate diesel recoveries with the finance team, including supporting schedules and journal processing.
• Ensure tenant statements and utility advices are distributed accurately and on time.

Reporting & Client Support

• Compile monthly disbursement packs, including invoices, adjustments and utility schedules.
• Collect monthly tenant turnover figures and prepare schedules for landlord reporting packs and executive committee submissions.
• Prepare weekly arrears and landlord reports, highlighting outstanding balances, collection progress and matters requiring attention.
• Maintain complete and accurate supporting records, following internal controls, approval requirements and confidentiality procedures.

JHI is committed to striving for diversity and equitable representation in our workforce. Preference may thus be given to suitably qualified candidates as identified in our employment equity plan. Persons with disabilities are encouraged to apply.