Senior Clerk Properties and Investments at AVBOB South Africa

Description

• Following up on the renewal office memorandum from the Provincial Managers and General Management.
• Once the renewal memorandum is fully signed, hand it to Assistant Accountant to proceed with the negotiations.
• Following up on the signed lease agreement from the landlord.
• Give Accountant/ Manager file to ensure that the mainframe system is updated with the new rent amount, lease term and escalation.
• Prepare a cover page for the rent file and ensure that it contains the exact details of the contract.
• The following needs to be done to obtain a bank guarantee.
• After the contact has been signed by both parties, a bank guarantee (if applicable to the contract) must be obtained from Absa Bank.
• Were applicable the existing deposit paid, must be paid back to Avbob by the Lessee and bank guarantee must be issued according to the contract.
• The standard recommendation letter is prepared for the Group manager: Investment/ Investment accountant.
• The recommendation letter is signed by the Group Manager: Investment/ Investment Accountant.
• The Investment Accountant and Group: Manager Investment signs the bank guarantee application form as witnesses and initial the first page of the bank guarantee.
• The signature of application form and the property file is given to the Financial Director: Finance.
• For signature of the application for the bank guarantee and recommendation.
• When the application is received back from the Financial Director: Finance.
• The signed application and copy of the bank guarantee is sent to ABSA Bank.
• The bank will send the bank guarantee draft.
• The standard recommendation letter is prepared for the Group Manager: Investment/ Investment Accountant for the signing of the draft. The recommendation letter id signed by the Group Manager: Investment/ Investment Accountant.
• The signed bank guarantee draft and the property file is given to the Financial Director: Finance for signature of the application for the bank guarantee and recommendation.
• When the guarantee draft is received back from the Financial Director: Finance.
• The Provincial Office determines the opening of a new branch, and General Managements approval is obtained.
• Further negotiations on setting up the contract and anything related to the office are done by either the Investment Accountant of Assistant Accountant.
• All the relevant department must be informed of the opening of the new office. The physical address contact starts must be emailed to the above managers.
• Steps 1, 3 to 17 are followed to conclude the contract.
• Ensure that the telephone account, water and electricity account is opened at the accounts department.
• The provincial Office determines the closure of an existing office, and General Management’s approval is obtained.
• Determine, by referring to the contract, the notice period to be given the landlord.
• Write a letter to the landlord and give the necessary notice as required by the contract.
• Inform all the relevant departments of the closure or movement of the office.
• Ensure that the telephone account, water and electricity account is stopped at the accounts department.
• Give Accountant/ Manager file to ensure that the mainframe system is updated with the new rent amount lease term and escalation.
• Type a letter and give to the Assistant Accountant for approval, which is sent to the Investment Accountant for review and final signature by the Investment Manager: administration.
• E-mail the lease agreement, or by request, send original lease agreement with letter to the Landlord by registered.
• File a copy of the letter on the rent and on the electronic file and on the electronic folder.
• Receive invoices from the Correspondence Department, which has been sent by the Landlord.
• Phone the landlords where necessary of those invoices not received, and get a copy of the invoice for the particular month.
• Compare information on the invoice with the information entered on the computer and the contracts –FH100.
• Information on the mainframe that is not in agreement with the invoice must be corrected on the mainframe by the Accountant.
• Ensure that the invoices are in the name of AVBOB.
• Determine correctness of the invoice by comparing it to the rent payable. (Ensure the Escalation percentage is bought into calculation and that the invoice reflects it).
• Determine the correctness of amounts in arrears on the invoices.
• Contract land and rectify the problems.
• Give any alterations that need to altered on the mainframe to the Investment Accountant for approval and the necessary corrections on the mainframe.
• Enter on the mainframe under the program FH105, the water and electricity, rates and taxes accounts were payments are directly due to the landlord, which was agreed to in the Lease agreement.

Requirements

• Matric
• Three (3) years Property administrational experience.
• Computer Literacy.