Property & Marketing Administrator at Broll Property Group

Property Administration:
Responsible for the assisting in the management of the Property.

Assist in ensuring maximum income of Property through effective property management.

Responsible for collecting monies owing in respect of properties managed by the company.

Responsible for performing collection activities associated with various accounts.

Reviews accounts, determines probable reasons for account status, and contacts clients to resolve the delinquencies.

Utilises various techniques, as circumstances indicate, to promptly collect on accounts.

Ensures that the Company’s professional image is maintained.

Marketing Assistance:
The Marketing Assistant provides the Marketing Manager with any support required in terms of Marketing, Exhibitions, Events and Advertising.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Property Administration:
1. Assumes responsibility for the effective and professional performance of collections functions.

Receives, reconciles and control production of monthly rent rolls and reports from the computer system and verifies the status of the accounts.

Follows up on accounts by telephone, personal contact, and correspondence to secure a satisfactory resolution to the repayment problem. Discusses possible financial arrangements, informs clients of potential legal actions, and suggests financial counseling to arrive at suitable payment arrangements. Continues to collect until the account becomes a write-off, bankruptcy, or attorney account. Makes early contact with clients to collect and keep them informed of account status.

Utilises effective human relations skills and various forms of persuasion to present a positive Company image in an already negative situation. Calms irate clients and answers questions and complaints relevant to Department functions. Determines reasons for delinquencies and works toward permanent solutions. Minimizes losses by early actions.

Utilises further appropriate collection methods if initial attempts do not secure required payment. Recommends extensions of due dates. Suggests consolidations and financial counseling.

Posts approved extensions and notifies clients of new due date by mail.

Performs collections efforts in accordance with Company policies and procedures and ensures they are legally compliant.

2. Assumes responsibility for the efficient administration of collections activities.

Keeps accurate and up-to-date activity reports on late, potentially late, and accounts.

Documents all collection actions taken, including telephone conversations, alternative financial arrangements, and correspondence on computer.

Researches accounts that appear on late and potentially late records to ensure that Company errors are detected promptly. Provides clients the opportunity to fully explain their account status.

Ensures both monthly and ad-hoc rental and fee statements are sent out timeously.

e. Controls and monitors tenant payments in terms of rentals, deposits, lease fees, stamp duties etc.

Liaises with tenants as appropriate

Handles rental queries efficiently and diplomatically

Queries tenants’ short payments

Ensures the daily receipting and processing of tenant payments

Liaises with book keeping and accounting staff re bank account deposits, queries and mis-allocations

Generally ensures that:

• Rent (and other charges) are paid by the 1st of each month
• Letters of demand after the 3rd to defaulting tenants
• Summons’s are issued after the 21st day to defaulting tenants
• Controls and administers legal processes for the recovery of lease charges due and/or eviction of tenants
• Motivation and processing of write-offs

3. Assumes responsibility for timely and accurate preperation and submission of management reports.

Preparation of detailed debtors reports and graphs illustrating weekly and monthly collections: Weekly/monthly arrears against billings (debtors day calculations) & Monthly graph of weekly collections against previous month/year.

Preparation and submission of attorneys’ reports on all legal matters

Daily Receipting on tenant accounts

Journal entries and corrections to tenant accounts to ensure updated tenant statements are presented to tenants.

Reconciliation of bank statements (where appropriate) and tenants’ accounts

4. Assumes responsibility for ensuring that professional business relations are established and maintained with clients and external contacts.

Maintains the Company’s professional reputation throughout collections operations and in all contacts with clients.

Maintains confidentiality.

Develops contacts with credit bureaus and other financial institutions. Uses shared information to effectively minimize Company losses.

5. Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel.

Assists area personnel as needed.

Keeps management informed of activities, progress toward established objectives, and of any significant problems.

Attends and participates in meetings as required.

6. Assumes responsibility for related duties as required or assigned.

Stays informed of changes in collections policies, procedures, and related legal requirements.

Ensures that work area is clean, secure, and well maintained.

Marketing Assistance:
1. Assumes responsibility for the following tasks regarding marketing

Assists with conceptualizing and implementing the marketing strategy for the Shopping Centres’

Assist with implementing the brand strategy across all platforms.

Assist with Tenant Liaison, customer Liaison and Public Relations.

Drafting of contracts for Exhibitions, Events and Memorandums on behalf of the Marketing Manager.

Documenting, Controlling and Monitoring gift card stock levels, any products or services that form part of an event/campaign

Monitoring local publications, social media, Tenant advertising and community opportunities

Drafting the monthly and ad hoc marketing reports and tenant communications.

Assisting with the co-ordination of all Marketing campaigns, Events Advertising, Exhibitions and Facebook giveaways

Schedule and organise tenant meetings and marketing meetings.

General support to the Marketing Manager

General support to Centre Management as required (adhoc reception duties when short staffed)

2. Assumes responsibility for the following tasks regarding Income and Expenses

Meet monthly and annual Income targets for Exhibitions, Signage and Pop Up Shops

Meet monthly and annual expense according to strategies and budgets.

Maintain client database and contacting Promotional Companies.

Sourcing and securing new exhibitors/advertisers.

Providing exhibitor information to security and management

Relationship building with current exhibitors / advertisers.

Contracts are prepared and full authorized.

Administration of Income and Debtors including paperwork trail and financial requirements with ISO standards. These include quotes, invoicing, collection of funds, authorizing and debtor’s control.

Administration of Expenses including suppliers, obtaining quotes, raising Purchase Orders, obtaining Invoices and Statements, submissions for payments to Finance.

Weekly and monthly Income and Expense reports.

Respond to sales requirements from existing and potential clients.

3. Assumes responsibility for related duties as required or assigned.

Ensures that work area is clean, secure, and well maintained.

Completes special projects as assigned.

PERFORMANCE MEASUREMENTS

1. Problem accounts are closely monitored and reviewed.

2. Appropriate collections actions are instituted which are in accordance with established Company policies and are legally compliant.

3. Outstanding ccounts are promptly collected. A delinquency ratio which meets management standards is maintained.

4. Professional business relations exist with clients. Clients are properly assisted with their financial problems and their questions are courteously answered.

5. Required reports and records are accurate and timely.

6. Good working relations exist with area personnel and with management. Management is appropriately ` informed of area activities.

7. Compilation and capture of electricity and water readings.

8. Typing is accurate, neat, and promptly completed.

9. Telephone calls and visitors are courteously received. Client and management inquiries are attended. Good Business relations exist with Clients. A professional image is projected and maintained.

10. Documents and reports are accurately produced and up-to-date. Files are well-maintained.

11. Good communication and coordination exist with area personnel and with management. Assistance is provided as needed. Management is appropriately informed.

12. Assistance to all Marketing requirements for the Shopping Centre’s and the Marketing Manager.

13. Income targets are monitored and strategies to improve and meet targets. Administration and Financial requirements adhered to.

14 Marketing expenses are in line with campaigns and budgets. Administration and Financial requirements are adhered to.

QUALIFICATIONS

EDUCATION/CERTIFICATION:
Matric with Bookkeeping

Prior experience in property related field would be recommended but not a requirement.

A marketing or PR diploma or certificate preferred.

Secretarial certificate preferred.

REQUIRED KNOWLEDGE:
Knowledge of collection procedures and related laws and regulations.

Understanding of Company policies.

Familiar with default and enforcement clauses.

Understanding of marketing, advertising, public relations, media.

Understanding of sales and promotion techniques .

Knowledge of word processing and spreadsheet applications.

EXPERIENCE:
3 Years related experience

2 years experience in a marketing environment preferred

SKILLS/ABILITIES:
Excellent administration abilities.

Able to organise, co-ordinate, and direct team activities.

Good communications and grammer skills.

Able to use all related equipment and computer applications.

Proficient communication and typing skills.

Able to perform dictation and transcription tasks.

Good interpersonal and public relations skills.

Analytical, creative, and problem-solving abilities.

Able to use graphic art tools and supplies.