The purpose of the role is the overall management of the utilities for the allocated building portfolio. The role is secondly responsible for the health status of the building and ensuring adherence to the required standards.
Manage the payment process to ensure that all municipal accounts are paid as well as timeous top up of pre-paid meters and council related queries.
1. Ensure that copies of municipal accounts are obtained on a monthly basis two days prior to month end (i.e. the 3rd last work day of the month) to ensure that all accounts are paid.
2. Make repeat payments on accounts not received from Council two working days prior to month end.
3. Reconcile all accounts with opening balances.
4. Reconcile accounts where SODA approval is required.
5. Update the monthly payment register and ensure that it balances with MDA.
6. Ensure that credit register is accurate and completed on the due date as per the deadline register (monthly).
7. Ensure that the credit register balances with the MDA.
8. Ensure that the initial top-up payment is made 48 hours after switch over notification is received from Council.
9. Ensure top-up payments are made based on notifications received before supply is disconnected.
10. Ensure that the consumption derived from the pre-paid meter is in line with the consumption derived from the expense information received from the meter reading company.
11. Ensure that all estimated readings are logged at Council as per the prescribed timeframe.
12. Ensure that all Council related issues are logged accurately on CRM.
13. Follow up on outstanding Council issues from Council Liaison Officers and update notes accurately.
Manage recoveries process to increase profitability on buildings.
1. Ensure that all tenant schedules are sent on the first working day of the month to the meter reading company.
2. Ensure that all MDA imported errors are resolved.
3. Ensure that all vacating and new tenants are correctly adjusted on MDA before batches are posted.
4. Ensure that all last meter readings are correctly calculated and deleted from the import batches.
5. Ensure that all MDA exception reports are printed, reviewed and tenants adjusted when required (to be done two days prior to billing run).
6. Ensure that all metered recoveries are reviewed, approved and ready for posting two days prior to the billing run.
7. Ensure that all MDA Exception reports are submitted for approval two days prior to billing run.
Manage tenant related queries.
1. Ensure that all cases are logged for tenant and property queries received from Meter Readers and Property Managers.
2. Ensure that the query details and follow ups are recorded accurately and in full on CRM.
3. Ensure that all cases are resolved before the issue due date is received.
4. Ensure that due dates are extended when issues cannot be resolved before the due date.
Completion and balancing of the monthly unit schedule.
1. Ensure all unit schedules are fully completed on the due date as per the deadline register.
2. Review calculations and compare to detailed ledger to ensure that the unit schedule balances with the MDA general ledger.
3. Explain any exceptions or variances on the unit schedule.
4. Ensure completion of required information (e.g. reading dates etc.) on the monthly unit schedule.
5. Ensure that additional checks between municipal reading versus Meter Reader are accurate.
6. Ensure additional provisions are reviewed and only calculated in line with policies.
7. Ensure additional provisions are analyzed regularly. If query resolved, additional provisions can be reversed.
Working conditions:
Mostly Office Based. Own transport not required.
Qualifications & Experience:
1. Matric qualification required.
2. 2 - 3 years’ relevant experience in utilities and basic bookkeeping/accounting preferred
Skills & Knowledge Required:
1. Basic knowledge of utilities and basic bookkeeping/accounting.
2. MS Office:
a. MS Word – Basic
b. MS Excel – Intermediate
c. MS Outlook – Basic
3. Advanced knowledge of MDA required.
Personal Attributes:
1. Problem solving – find solutions when emotions are involved.
2. Reality testing – be objective; see things as they really are.
3. Impulse control – resist or delay impulse to act.
4. Flexibility – adapting emotions, thoughts and behaviors.
5. Stress tolerance – coping with stressful situation.
6. Interpersonal relationships – building mutually satisfying relationships.
7. Empathy – understanding & appreciating how others feel.
8. Independence – be self-directed and free from emotional dependency.
9. Assertiveness – communicating feelings and beliefs; being non-offensive.
10. Social confidence – be self-assured and at ease with people in all types of social situations.
11. Multitasking – dealing with several activities at a time, enjoy being given new tasks before they have finished another.
12. Teamwork – cooperation with others, good-natured attitude and encouraging people.
13. Persistence – sticking with tasks, not giving up, dislike leaving things unfinished.
14. Rule following – adhere to rules and strictly follow work regulations.
15. Attention to detail – focus on details, strive for perfection and be well organized.
16. Planning – enjoy making detailed plans and long-terms plans.
17. Innovation – creative and open-mindedness.
