Job Overview
Position: Debtors Administrator
Company: Broll Property Group
Location: Sandton, Gauteng
Employment Type: Permanent
Closing Date: 06 March 2026
Division: Investor Services
Business Unit: Fortress Portfolio
Industry: Real Estate
Functional Area: Finance
Experience Level: Associate
About Broll Property Group
Broll Property Group stands as one of Africa’s premier real estate services companies, delivering integrated property solutions across the continent. With a rich history spanning decades, Broll has established itself as a trusted name in property management, offering exceptional service to an extensive portfolio of clients. The company’s Investor Services division represents excellence in property and asset management, and the Fortress Portfolio unit continues this tradition of superior service delivery.
Position Purpose
The Debtors Administrator position represents a critical role within the property management framework at Broll Property Group. The successful candidate will take responsibility for assisting in the comprehensive management of properties within the portfolio, with the primary objective of maximising property income through effective debtors management strategies.
This role centres on collecting monies owed in respect of properties managed by the company, requiring a proactive approach to account management and client relations. The Debtors Administrator will perform collection activities across various accounts, reviewing account statuses, determining reasons for delinquencies, and contacting clients to resolve outstanding payments professionally and efficiently.
Core Responsibilities
Collections Management
The Debtors Administrator assumes full responsibility for the professional execution of all collections functions. This involves following up on accounts through multiple channels including telephone communication, personal contact, and written correspondence to achieve satisfactory resolutions to repayment challenges. When engaging with tenants, the administrator discusses possible financial arrangements, informs clients of potential legal actions, and suggests financial counselling where appropriate to arrive at suitable payment plans.
The collection process continues until accounts reach various stages including write-off, bankruptcy, or referral to attorneys. Early contact with tenants remains essential to keep them informed of their account status and maintain open lines of communication.
Professional Client Relations
Maintaining Broll Property Group’s professional reputation requires exceptional human relations skills, particularly when dealing with challenging situations. The Debtors Administrator must calm irate clients effectively while answering questions and addressing complaints relevant to departmental functions. This role requires determining underlying reasons for delinquencies and working toward permanent solutions that minimise losses through early intervention strategies.
When initial collection attempts do not secure required payments, the administrator utilises appropriate escalation methods and may request client extensions on due dates. All approved extensions must be posted accurately with notifications sent to clients regarding new due dates.
Administrative Excellence
Efficient administration of collections activities forms the backbone of this position. The Debtors Administrator maintains accurate and current activity reports on all late and potentially late accounts, documenting every collection action taken including telephone conversations, alternative financial arrangements, and correspondence through the company’s computer systems.
Timely distribution of both monthly and ad-hoc rental and fee statements ensures tenants remain informed of their obligations. The administrator controls and monitors all tenant payments including rentals, deposits, and lease fees while liaising effectively with tenants as situations require.
Financial Processing and Reconciliation
Handling rental queries efficiently and diplomatically represents a daily responsibility, including investigating and resolving tenant short payments. The Debtors Administrator ensures daily receipting and processing of all tenant payments while maintaining close liaison with the finance department regarding bank account deposits, queries, and mis-allocations.
Key financial expectations include ensuring rent and other charges are paid by the first of each month unless alternative arrangements are specified in lease agreements. Letters of demand must be issued to defaulting tenants by the third of each month, with appropriate recovery of letter of demand charges. The administrator also manages the legal processes for recovery of lease charges and potential tenant evictions when necessary.
Reporting and Analysis
Timely and accurate preparation of management reports demonstrates the administrator’s commitment to transparency and accountability. This includes preparing detailed debtors reports illustrating weekly and monthly collections, calculating weekly and monthly arrears against billings through debtors day calculations, and preparing attorneys’ reports on all legal matters.
Additional reporting responsibilities encompass daily receipting on tenant accounts, processing journal entries and corrections to ensure updated tenant statements, reconciling tenant accounts, and collecting monthly unaudited turnover figures for system capture. The administrator also collects annual turnover certificates and collates documentation for accountant submissions.
Specialised Recoveries
The Debtors Administrator handles specialised financial recoveries including preparation and calculation of annual rates increases, refuse calculations and recovery, and various ad-hoc recoveries. Generating exhibition invoices as required and completing monthly reconciliations ensures comprehensive financial management across the portfolio.
Performance Measurements
Success in this role is measured against specific key performance indicators:
· Arrears KPI: Maintaining arrears at 3% or below demonstrates effective collections management
· Deadline Adherence: All reporting and administrative deadlines must be consistently met
· Query Resolution: Tenant queries handled efficiently and diplomatically
· Reconciliation Accuracy: Turnaround time of 48 hours with 100% accuracy
· Recovery Precision: Rates, refuse, and other recoveries must be 100% accurate
· Relationship Management: Strong working relations with area personnel and management
Qualifications and Experience
Educational Requirements
· Matric certificate (Grade 12) is essential
Experience Requirements
· Minimum three years of related experience within a property listed fund environment
· Proven track record in property debtors management
· Experience working with commercial and industrial property portfolios
Required Knowledge
The ideal candidate possesses comprehensive knowledge of:
· Collection procedures and relevant laws and regulations
· Company policies and procedures
· Legal terminology including Business Rescue and Liquidation processes
· Default and enforcement clauses within lease agreements
· Lease interpretation and application
Skills and Abilities
Core Competencies
· Administrative Excellence: Superior organisational abilities with attention to detail
· Team Coordination: Capacity to organise, coordinate, and direct team activities effectively
· Communication: Excellent verbal and written communication skills with proper grammar usage
· Technical Proficiency: Competent use of all related equipment and computer applications
· Time Management: Ability to prioritise tasks and meet strict deadlines
· Stress Management: Function effectively in high-pressure situations
· Independence: Work autonomously with minimal supervision
· Professional Presentation: Maintain professional dress code at all times, prepared for client meetings on short notice
Work Environment and Culture
Broll Property Group fosters a professional environment where excellence in service delivery is paramount. The Debtors Administrator works within the Investor Services division, collaborating with experienced property professionals who share a commitment to maintaining the company’s industry-leading reputation.
The position offers exposure to a diverse property portfolio within the Fortress Business Unit, providing opportunities for professional growth and development within the real estate finance sector. Successful candidates will join a team that values precision, professionalism, and proactive problem-solving.
Application Process
Interested candidates who meet the specified requirements are invited to submit their Curriculum Vitae before the closing date of 06 March 2026. This position represents an excellent opportunity for experienced property debtors professionals seeking to advance their careers with a market leader in real estate services.
Broll Property Group is an equal opportunity employer committed to diversity and inclusion in the workplace. Prospective employees will be considered based on their qualifications, experience, and alignment with the company’s values of integrity, excellence, and client-focused service delivery.
This position offers a qualified Debtors Administrator the opportunity to contribute to Broll Property Group’s continued success while building a rewarding career in property finance management.
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