IHS Property
OPERATIONS CO-ORDINATOR VACANCY: BRYANSTON
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Join our team as Operations Co-Ordinator, Bryanston
Position Overview
The Operations Coordinator is responsible for overseeing both the deposit refund process and debit order administration, ensuring accuracy, compliance, and operational efficiency across both functions. This role plays a critical part in maintaining positive tenant relationships by managing financial transactions, resolving disputes, and ensuring seamless payment collections. The position requires a highly organized individual with strong attention to detail, the ability to multi-task in a fast-paced environment, and a proactive approach to problem-solving.
Requirements
- Matric (essential)
- Proven experience in deposit refund processing and/or debit order administration
- Strong systems experience, particularly with Microsoft Office (Excel essential)
- Experience with property management systems (e.g. MDA) is advantageous
TO APPLY: Send us your CV to Careers@ihsproperty.co.za
Subject line: Application – Operations Co-Ordinator Bryanston
Job Responsibilities
Deposit Refund Administration
- Process all tenant deposit refunds accurately and within required timelines
- Assign exists on Property Inspect
- Capture and verify repair and maintenance costs related to tenant exits
- Manage tenant vacate processes, including updating MDA following exit inspections
- Monitor and track all deposit movements and balances
- Calculate interest on tenant deposits accurately
- Process credit notes and deposits re-instatements
- Process all notice reinstatements
- Analyse upcoming tenant vacates to anticipate workloads and trends
- Prepare and compile documentation for Rental Housing Tribunal (RHT) matters
- Manage Evolution tickets and ensure timely resolution
- Provide professional support to tenants, ensuring accurate and timely resolution.
- Cultivate and sustain positive, professional working relationships with internal and external stakeholders, promoting effective communication and cooperation.
- Investigate and resolve tenant disputes related to deposit deductions
- Communicate with tenants and internal stakeholders to ensure fair outcomes
- Escalate complex or unresolved matters to Property Managers when required
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Debit Order Administration
- Generate Daily and monthly reporting for all Stakeholders
- Maintain accurate records and audit trails
- Ensure all processes comply with financial regulations and internal controls
- Identify risks and implement improvements where necessary
- Process monthly debit order batches accurately and on scheduled dates
- Process all batch amendments and errors timeously
- Generate the future debit report and identify and amend any risks
- Generate the Creations reports, identify and amend any risks
- Conduct pre-submission checks with banks for batch validation
- Verify all tenant banking details prior to submission to prevent errors
- Manage and have an understanding of the multiple debit order products across portfolios (NDO, DebiCheck, Real Time, Qlink, Namibia & Botswana integrations)
- Set up and maintain merchant profiles on platforms such as RealPay and Qlink
- Initiate, amend and manage all debit order mandates for new and existing tenants
- Provide professional support to tenants regarding debit order queries, ensuring accurate and timely resolution.
- Build and maintain strong, professional relationships with both internal teams and external stakeholders, fostering collaboration and trust.
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Note: The responsibilities are not limited to the above and may vary or change as per business requirements.
Skills And Knowledge
- Strong organisational and administrative skills
- High attention to detail and accuracy
- Excellent communication and customer service skills
- Ability to multitask and manage high workloads under pressure
- Strong problem-solving and conflict resolution abilities
- Proactive and self-motivated with the ability to work independently
- Strong teamwork and collaboration skills
- High level of computer literacy (Microsoft Excel, Word, property systems like MDA)
- Adaptability in a dynamic, fast-paced environment
Qualifications And Experience
- Matric (essential)
- Proven experience in deposit refund processing and/or debit order administration
- Strong systems experience, particularly with Microsoft Office (Excel essential)
- Experience with property management systems (e.g. MDA) is advantageous
- Ability to manage high transaction volumes, especially during peak periods
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