Financial & Operations Assistant at Broll

POSITION PURPOSE

• Under general supervision, performs a variety of routine administrational duties as specified by established procedures. Reviews, prepares, and process administration for Operations Managers, Instructing and monitoring of contractors to ensure target dates are reached, Prep and submit all relevant documents for payments. Prepares weekly reports on meter status, manages and report on the offline list weekly. Ordering of new energy stock. Assist with minute taking as and when required. The Operations Administrator will be expected to work such hours and overtime as may be required by your job, from time to time. The functions below are an indication to the basic duties but may not include additional tasks as dedicated by the Portfolio Executive.
• Responsible for analysing and reconciling detailed general ledger accounts as assigned. Keeps records and accounts accurate and current. Researches and resolves discrepancies and accounting errors. Completes related reports, summaries, and records. Creates monthly expense reports. Performs related clerical duties.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for the accurate, efficient, and effective performance of routine administration of Operations functions.
• Keeping track of all Operations Managers diaries – Ensuring all meetings on site are booked
• Obtaining feedback from those meetings and filtering through to the Property Manager
• Obtaining urgent quotes where necessary whilst Operations Managers are on site
• Compiling a database and working on additional contractor lists in rural areas
• Tenants can call the Operations Administrators directly with complaints etc., which will address immediately and keep the Property Managers and Portfolio Executive informed.
• Assists with motivations
• Set up appointments with Municipality
• Prepares monthly operations portion of management packs
• Issues order numbers
• Covers all admin and reduces the workload of the Ops Managers so they

Assumes responsibility for maintaining effective communication and coordination with personnel and management.

• Keeps management informed of area activities and of any significant concerns.
• Provides assistance and support to Operations Manager.

Assumes responsibility for establishing and maintaining professional business relations with customers.

• Researches and resolves problems and questions or properly refers them.
•  Keeps customers properly informed of Company policies and procedures.
• Maintains Company's professional reputation.

Assumes responsibility for related duties as required or assigned.

• Keeps work area clean, secure, and well-maintained.
• Completes special projects as assigned.
• Attends meetings as required.
• Minute taking as and when required.

Assumes responsibility for the accurate and timely completion of assigned accounting functions.

• Responsible for Operational Financial Statements (i.e. Monthly accounts, Journals, schedules etc)
• Responsible for Debtors Administration (i.e. Tenant related accounting & checking pre-billing)
• Managing of rental income and checking all pre-billing
• Collection of Rentals and arrears
• Update and clear monthly accrual sheets as received from Head Office and investigating any accruals older than 30 days
• Following up on arrears Report (BOL) and liaising with Head Office finance department regards all arrears
• Arrears report – updated weekly and forwarded to Landlord
• Responsible for Creditors Administration (i.e. Load orders, process invoices for payments, etc)
• Manage and ensure payments of all invoices relating to Fountains Mall and Fountains Cinema with exception of Operational payments
• Manage and ensure completion of Invoice Control sheet with all relevant information (dates, suppliers, invoice numbers, amounts etc
• Supply Accountants at Head Office with Working Paper files to review
• Preparation and Capture of Budgets and Forecasts
• Attending Management Meetings
• Liaising with Head Office legal personnel regarding legal tenants in order to report to the Landlord
• Checking monthly pre-billing schedules received from Head Office and compiling and forwarding necessary journal entries to be executed
• Sending out monthly tenant statements / invoices
• Handling tenant queries regarding billing / invoices received and do recons on tenant accounts as needed
• Scan and e-mail meter reading schedule received from UAS to relevant tenants
• Daily update of foot count report and monthly update re new sheets and formulae
• Forward monthly foot count per entrance to relevant role players
• Compile Monthly Brokers updates re foot count, turnover figures etc and forwarding to role players
• Updating of received monthly turnover request letters via e-mail and hand to all tenants
• Manage office petty cash
• Do all purchasing and compile monthly report / claim. Forward same to Head Office for reimbursement after sign off from GM is received
• Compile monthly Photocopy usage report on first day of every month and forward same to Head Office for billing purposes (waste Removal, Security, Cleaning, Marketing included)
• Issuing of operations feedback forms to tenants and compiling report once received back
• Calculation of rates payable by all tenants and ensuring correct billing thereof
• Printing of GL reports and attending to GL queries
• Rebates and Remissions
• Update reports as requested and keeping record of monthly rebates and remissions granted
• Lease Commission – update of monthly report on request
• Vacancy Schedule – update weekly and forward to Head Office
• Annual Audited Turnovers
• Compile and forward request letters to Annual Audited Turnover Certificates to tenants and updating of relevant schedule and sending to Rochelle Saville on a monthly basis
• Completing the turnover calculation form and forward to Accountant at Head Office

Assumes responsibility for effectively researching, tracking, and resolving accounting problems and discrepancies.

Assumes responsibility for establishing and maintaining effective communication and coordination with area personnel and with management.

• Maintains regular contact with other departments to obtain information and/or to correct transactions.
• Assists accounting personnel as needed.
• Keeps management informed of area activities and of any significant problems.
• Attends and participates in meetings as required.

PERFORAMNCE MEASREMENTS

• Good coordination and communication exist with other staff members.
• Management is appropriately informed of area activities.
• Assigned functions are efficiently and effectively completed in a professional manner.
• Ensure offline list is managed effectively and in line with SLA.
• Data base clean up.
• Tariff Analysis

EDUCATION/CERTIFICATION:
Matric.

• Post high school training or education in accounting preferred.
• Bookkeeping coursework preferred.

REQUIRED KNOWLEDGE:

• Knowledge of related computer applications.
• General understanding of accounting principles.
• Knowledge of basic accounting concepts and procedures including account reconciliation.
• Knowledge of related computer applications.

EXPERIENCE REQUIRED:

• 2 year of related experience required.
• 5 years of previous property/accounting experience preferred.

SKILLS/ABILITIES:

• Good typing skills.
• Attentive to detail and accuracy.
• Well organised.
• Cooperative and willing to assist others.
• Able to use computer applications, adding machine, and telephone.