| Location: | Riversands, Midrand |
| Employment Type: | Full-time |
| Reports To: | Head of Revenue |
Who are we?
Houss Rentals and Century Property Development are privately owned portfolios of multi-family residential apartments, with over 8500 units in Gauteng and the Western Cape. We are a fast paced, fast-growing company, adding over 1500 new units every year.
What we are looking for?
We are looking for a skilled and experienced Deposit Refund and Accounts Administrator who will be responsible for managing the timely and accurate processing of security deposit refunds to tenants, ensuring compliance with relevant laws, internal policies, and performance targets. This role demands attention to detail, excellent organizational skills, and the ability to meet deadlines consistently while maintaining a high standard of customer
Process Deposit Refunds:
- Review and verify refund payments.
- Calculate refund amounts accurately based on account and contract terms.
- Prepare and process refund payments to the correct and verified Bank Account.
- Maintain up-to-date records of outstanding deposits and account balances.
Customer Service:
- Respond to customer inquiries related to deposits, account balances, or refunds timeously.
- Investigate and resolve billing and deposit refunds Disputes.
- Communicate refund decisions clearly and professionally.
Data Entry & Recordkeeping:
- Maintain accurate and up-to-date records in Bitrix24.
- Ensure proper documentation is attached to all transactions and refund approvals.
- Archive records in accordance with company policy and audit requirements. (Signed Transaction Report)
Compliance & Audit Support:
- Follow internal controls and refund policies to ensure compliance.
- Assist in audits by providing necessary documentation and reports.
- Identify any potentially fraudulent activity and escalate as needed.
Reporting:
- Prepare regular reports on deposits held, refunds paid, and outstanding balances.
- Assist with month-end closing procedures.
- Assist with month-end closing procedures. (Close Accounting on accounts after Roll-over)
- Liaise with other departments for deposit-related matters.
Key Performance Indicators-KPI
- Reviewing all deposit reconciliations for all estates for previous month’s and following up on
- Outgoing inspection report received by maintenance, finalize accounts for each payment
- Calculating interest and
- Recovering R&M costs, charging for late notice (if applicable) Make sure the documents are signed and
- Loading refunds on the bank – deadline 13h00 Monday &
- Bitrix24 to be updated as accounts finalized and processed for
- All deposit refunds to be finalized:
- 45% by the 7th
- 100% by the 15th
- Final Recon to be submitted to Finance with Due date: 21st of every month
- MDA close all accounting in next
- All other mid-month Deposit refunds processed within 3 days after final exit
- All recoveries: bank charges, legal fees, R&M billed as and when received (same day).
- Tickets – Closing of account and deposit refunds related queries in the allocated time
- No overdue tickets permitted
Attributes:
Attention to Detail:
- Ensures accuracy in financial data entry, refund calculations, and
Integrity and Confidentiality:
- Handles sensitive financial and personal information with discretion and
Strong Numerical Ability:
- Comfortable working with numbers, performing calculations, and verifying financial
Organizational Skills:
- Manages multiple tasks, maintains accurate records, and meets deadlines
Communication Skills:
- Clearly communicates with customers and team members both in writing and
Problem-Solving Ability:
- Investigates discrepancies or errors and finds solutions independently or with team
Customer Service Orientation:
- Provides courteous and helpful support, especially when dealing with refund or billing
Time Management:
- Prioritizes workload effectively, especially during peak periods or financial
Team Player:
- Works well with finance teams and other departments, contributing to a collaborative work
Qualifications Required.
- Matric/Grade 12 (Non-Negotiable)
- Diploma/Certificate in Accounting (Advantageous)
- 1 – 2 years’ experience in a similar position
- Fully Computer Literate
- Experience working on MDA or other similar property management software
- Familiar with Britix24 or similar workspace application