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

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.

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