Introduction
The position will support and report to the CEO/Financial Director, and be responsible for the financial,
accounting, and other administrative duties and functions in respect of the company and its landlord/tenant clients.
Duties & Responsibilities
Financial accounting:
o Company: Preparation of, and reporting on financial statements, management accounts,
annual business plans, budgets and annual financial statements (“AFS”) & reports.
o Property owner clients: Preparation of, and reporting on annual business plans & budgets.
o Overseeing the administration and financial systems, procedures and controls
• Financial operations (FinOps) management: Management oversight of –
o MDA financial accounting and administrative duties and functions
▪ Receipting tenants’ trust deposits and payments (Process and Allocate)
▪ Facilitate Third Party Fund Administration (TPFA) investments (Process)
▪ Rent reconciliation and journaling (Process)
▪ Facilitate landlords’ expense and utilities payments; e.g. municipal accounts &
SARS (Process)
o MDA data capturing & reconciliation duties
▪ Tenant and property owner trust payments and receipts
▪ Municipal utility accounts due by tenants
▪ Legal expenses and fees recovered from bad debtor tenants
▪ Supplier expenses and fees for landlords’ account
▪ VAT payable by landlords as reflected in cashflow and rent roll statements
▪ Business account receipts, payments and invoices
o Credit control duties and functions (Carry out interventions, liaise with tenants)
▪ Reconciliation landlords’ accounts to ensure accurate representation of outstanding
balances
▪ Resolution of any queries or issues with debtor aging reports
▪ Facilitate promise-to-pay arrangements with debtors
▪ Handover of bad debtors to attorneys for collections
▪ Reporting to landlords
o General administrative duties (process)
▪ Administration and record keeping of all property related processes regarding the
portfolio
▪ Assisting with data processing as and when required
• Trust account & business account payments
o Context: (Process)
▪ Trust accounts (tenant deposits, rent collections, levies) are managed strictly in
line with regulations. Reconciliation accuracy
▪ Business accounts (operational expenditure, salaries, vendor payments) are
managed efficiently, transparently, and with strong internal controls.
▪ Cashflow management
o Measurement:
▪ Regulatory compliance (trust): Monthly reconciliations completed on time
▪ Audit readiness / financial controls: Number of audit findings on trust and business
accounts
▪ Payment accuracy: Error rate on payments (misallocations, double payments, late
payment
• Payroll management (SARS Payments, Leave maintenance process)
o Efficient Payroll Management: Ensure accurate, timely, and compliant processing of
payroll to maintain employee trust, meet statutory obligations, and control costs.
o Payroll accuracy: % of payroll processed without errors (net pay, deductions, bonuses)
o Regulatory Compliance: Timely submission of statutory payments (PAYE, UIF, SDL, Pension,
etc.)
o Automation: Successful migration from excel to automated SAGE, with full functionality
in respect of payroll management, leave management & employee travel & other
reimbursement expense management
o Audit readiness: Number of findings from payroll audits
• Tax & accounting standards:
o SARS and related taxation –
▪ Payments, including but not limited to UIF, COIDA, PAYE, CGT, Company tax, VAT,
dividend withholding tax, income tax etc
▪ Compliance & risk management
o Accounting standards
o Liaising with the SARS, CIPC, PPRA (e.g. trust interest calculations) & Company’s auditors,
including audits, preparation & signing-off of the AFS.
• Insurance: Company & client insurance requirements
• Compliance & corporate governances
o Company policies, Risk Management Compliance Programme (“RMCP”) & protocols
o Statutory & regulatory compliance, including but not limited to, the Property Practitioners
Act, COIDA, FICA, POPIA, PAIA, Amended Property Sector Code
• Effective client & stakeholder relationship management:
o Engage and maintain good relations with all Buildings’ stakeholders, including Owners,
DNPM team, Service providers and contractors, including security, cleaning and facilities’
suppliers & vendors, Tenants, Regulators and governmental bodies: E.g. engagement with
the Property Practitioners Regulatory Authority (PPRA), FIC, SARS, local authority,
Department of Labour, local council etc, where required
o Monthly client meetings & reporting
• Management of employees:
o Change leadership: Effectiveness in communicating change vision and strategy to team;
consistently communicates change goals clearly; ensures team understands purpose and
impact.
o Capability Development: Training completion, upskilling, mentoring; ensures team
completes relevant training.
o Adaptability & Resilience: Ability to manage uncertainty, flexibility in execution; adjusts
plans to align with new structures/processes.
o Culture Alignment: Role-modelling Our Company Values & ACTNOW behaviour;
demonstrates ACTNOW behaviours consistently
o Knowledge & Process Transfer: Sharing of best practices, documenting new processes;
ensures lessons learned and new processes are captured and used.
o Employee Rewards Policy: Implementation of performance-based employee model in
terms of the Employee Rewards Policy, including finalising Individual Employee Scorecard
as cascades down from Company Scorecard
Desired Experience & Qualification
Qualification: CA or similar financial accountant qualification
• Property Managing Agent Experience: 10+ years’ experience in the managing agent / property
management industry of retail, office & industrial property
• Skills required:
o Experienced to provide leadership in statutory and regulatory requirements (including
taxation) associated with the financial management of the Company, as well with the
financial management services which the Company renders to its property owner clients.
o Technically strong, experienced and knowledge of –
▪ IFRS
▪ Preparation of, and reporting on financial statements, management accounts,
annual business plans, budgets and annual financial statements (“AFS”) & reports.
• Software requirement:
o Expert with the MDA accounting management software
o Computer literate (MS Office) with strong excel skills