Head of Department: National Leasing and Receivables Management
Department Student Department
Reporting to Chief Financial Officer

CTC of R720 000 p/a plus provident fund 5% Company contribution

Client: A leading provider of clean, convenient, safe, and affordable student accommodation nationally.

Location: Braamfontein, Gauteng

Contract Type: Fulltime | Duration: Permanent

Roles and Responsibilities: You will ensure that debtors Financials and Accounting, risk assessments of the organization are collected timeously managed and controlled whilst compliance with legislation and company policies.

Minimum experience and requirements:

EDUCATION:

Matric,
Degree in Financial Accounting/related
Honours an added advantage
EXPERIENCE & SKILLS:

At least 5 years of debt collection experience
Customer Care experience
Experience to be related to Finance or Accounting as the role requires a Financial/Accounting acumen
Experience in managing a team
Computer Skills (MS Word, Excel (Intermediate to advanced) & Powerpoint)
ERP Knowledge (oracle an added advantage)
Behavioral Dimensions and Skills required

Honesty and Integrity
Strong technical capacity
Strong Team and Personal Management
Strong on Process Management and Operational Discipline
Effective Communicator
Responsive
Strong Stakeholder Management skills (internal and external)
Dynamic, Analytical & Resilient
Proactive and Innovative
Goal-oriented
Inquisitive Accuracy/Attention to detail
Planning and organizing
Positive Attitude
Assertive and energetic person
Emotional Intelligence
People Management and leadership
Deadline-driven, with a sense of urgency/result-orientation
Time management.
Ability to work under pressure
Key Performance Areas Duties:

Debtor Management and Administration

Lease Administration, Billing, and Receipts
Leases administration is done correctly – Billing, Leases, signed, filed & supporting documentation obtained (including FICA coordination where required).
Investigate all un-allocated receipts and clear against the tenant’s account in order to clear TAA (Tenant’s age analysis).
Process corrections of misallocations & unidentified receipts on a daily basis.
Administration of billing of non-rental matters such as lost keys, sleepover damages, and payment thereof.
Statements are issued timeously & rental accrual and receipts are accurate at all times.
Ensure that pre-billing reports are print, checked for accuracy & approved before the next Rent Roll
Review of rent rolls to ensure accuracy of billings
Report and manage all exceptional reports & ensure that Billing & tenancy codes are correct
Credit vetting of prospective tenants where required
Ad-hoc invoicing against security deposits
Collections of rentals from NSFAS and Private tenants
Reconciling of accounts where required
Collection of 95% of monthly rental due in both NSFAS and Private students.
Following-up daily, weekly, monthly to ensure that debtors/students adhere to terms of payment.
Ensure that queries on any outstanding balances and/or short payments are done by the team by contacting NSFAS and Private students directly and to follow up on the balance of payment if required.
Diarize payment arrangements for all outstanding balances and follow up telephonically on the agreed date.
Ensure that bad debts do not exceed 1% of annual revenue
Refunds

Manage Processing of refunds as and when required.
Team Management

Ensuring that staff comply with debtors’ collection procedures relating to lockouts and de-activations
Ensuring that debtors collection procedures are followed i.e. Biometrics deactivation and lockout as per lockout procedure document.
Ensuring adequate staff training takes place
Manage inter-departmental relations
Training of staff within the Private Accounts & Customer Service team
Approval of leave requests of team
General office management.

Reporting

Report to the Head of Department on debtors status and meetings held with NSFAS
o Ad hoc reporting as required
General

Attend to all audit queries & make sure that they are resolved timeously.
All ad hoc tasks as assigned to by management.
Attending & representing the company in matters handed over to Housing Tribunal Courts by tenants
Maximization of recoveries from residential tenants
Attend to property inspections of residential tenants
Management of vacate process for NSFAS and Private students and residential tenants and charging against any damages prior to processing of refunds as and when required
Client liaison and management

Proactively engage with tenants and or student sponsors to create professional relationships, creating and maintaining through constant follow-ups and meetings
Handling of Student/Tenants queries & ensure that Customer services adhered to all the time.
Ensure that courtesy calls are made to the NSFAS to confirm that client has no queries and requested reconciliation of their accounts.
Manage all client queries and e-mails & ensure that they are responded to on the day of receipt.
Ensure that Response to queries is within 24 hours of receipt and resolve within 5 working days
Liaise with and manage relationships with clients to ensure accounts are paid on time
Client retention (customer care) through ongoing phone calls, emails, and meetings
Constant engagement with internal stakeholders (Marketing, Facilities, Finance) to ensure client satisfaction and retention.
Cost Leadership:-

Departmental costs below budget
Introduction of an order system to track and control all costs on a real-time basis
Ensure management and tracking of overtime
IT and Oracle:-

Ensure successful implementation of online vacate and intake system and come up with recommendations
Certify the implementation of student database as currently defined in SOBS (ass Annexure)
Ensure 95% completeness and accuracy of SOBS data inputs (Completion by 1 April)
Employee Development

Ensure implementation of quarterly training and development plans as approved (31 January, 30 April, 31 July, 30 October)
Conduct monthly staff meetings
Develop a performance management system for each staff aligned to Operational Excellence (above) and job descriptions to determine qualification for salary increase (i.e. KPI’s need to cascade all the way down) to be reviewed quarterly.
Risk Management

Ensure that the Company complies with all legal regulatory requirements in your area of responsibility
Ensure your department is in material aspects compliant with the CPA (compliant leases and indemnities etc.)
Any insurance claims to be reported to the CFO within 48 hours of the occurrence
Capital Expenditure

Ensure capital expenditure is well-motivated including quotations and payback periods and submitted at least 2 weeks ahead of board meetings
Ensure that all capital expenditure is within approved/budgeted levels
Operational Excellence (Student, bursars, Residential, Commercial)
Student debtors less than 5 days at month-end (to be refined based on student categories once budget completed)
Review unidentified receipts less than 5% monthly of student turnover at any given month-end
Complete monthly reconciliation of revenue (billing) to actual building occupancy/ Biometrics
Ensure that bad debts do not exceed 0.5% of annual student revenue
Complete monthly variance reporting of actual vs. budgeted income and expenses for the Student Affairs Department
Submit accurate and timeous submissions of weekly and monthly cash flow forecasts (revenue and expenses).
Ensure timeous submission of Management Reports
Manage the distribution of all invoices/statements by 5th of each month
Ensure that monthly reconciliation to include monthly rooms check alongside occupancy and Biometrics (Summarised as “ Accuracy of Tenants Schedule) by 20th of each month
Facilitate the reconciliation of bursar validation file and oracle
Finalization of all leases within 7 days of lease finalization
Complete refund processes (net of damages, keys, sleepovers) by 15th December of each year
Complete pre-bookings, processing and room reservations by 31st December of each year
Develop vacate plan for administration and alignment with Marketing, Facilities, and Finance Departments
Ensure maintenance of appropriate Customer Service Levels
Complete Timeous submission of the monthly departmental report (to include student movements, debtors, bad debts, room check, and general department updates)
Quarterly visits to Regional Offices