Debtors & Leasing Administrator (Student Accommodation)
Hire Resolve
Pretoria, Gauteng
Permanent Position
Posted: 29 April 2026
Job Overview
A well-established property management environment specialising in student accommodation is seeking a detail-oriented and organised Debtors & Leasing Administrator to join their Pretoria-based team. This role is central to ensuring smooth financial operations, accurate lease administration, and excellent service delivery to students residing within a high-volume residential property portfolio.
The successful candidate will be responsible for managing the full tenant lifecycle from lease onboarding through to billing, collections, and exit administration. This is a fast-paced role requiring accuracy, accountability, and strong administrative discipline.
Key Purpose of the Role
The main purpose of this position is to ensure accurate and efficient management of all tenant-related financial and leasing data. This includes maintaining correct occupancy records, processing rental billing on time, managing collections, and supporting students and parents with queries related to their accounts and accommodation services.
You will play a critical role in ensuring that all leasing and financial information is properly captured, reconciled, and aligned with actual occupancy data and system records.
Core Responsibilities
The Debtors & Leasing Administrator will be responsible for the following key functions:
Lease Administration
- Manage the full leasing process from application to termination
- Ensure all lease documentation is correctly completed, verified, and securely filed
- Maintain accurate tenant records including ID documents, FICA compliance, consent forms, and inspection reports
System and Data Management
- Capture and maintain all tenant lease information on the MDA property management system
- Perform monthly rent roll preparation and reconciliation
- Generate accurate billing statements by the required monthly deadline (25th of each month)
- Ensure all tenant data is consistently updated and verified for accuracy
Debtors Management & Collections
- Upload and process daily payments and receipts onto the accounting system
- Follow up on outstanding rental payments, utility charges, and maintenance fees
- Maintain structured debtor aging reports and assist with recovery processes
- Communicate professionally with tenants and guardians regarding overdue accounts
Occupancy & Reconciliation
- Prepare monthly occupancy schedules and compare them against actual tenant occupancy
- Cross-check biometric access data with leasing records to ensure full data integrity
- Identify and resolve discrepancies between physical occupancy and system records
Tenant Support & Communication
- Serve as the first point of contact for student and parent queries related to rent, Wi-Fi, maintenance, and account balances
- Handle vacating processes including final inspections and deposit refunds
- Coordinate key handovers and exit documentation for departing tenants
- Maintain professional and courteous communication at all times
Compliance & Administration
- Enforce house rules and assist with disciplinary or compliance-related procedures where required
- Ensure all tenant records comply with internal policies and legal requirements
- Support property management teams in maintaining a safe, structured, and well-managed student living environment
Minimum Requirements
To be considered for this role, candidates should meet the following:
- Previous experience in debtors administration, leasing administration, or property management
- Experience in student accommodation or residential property environments is highly advantageous
- Strong working knowledge of MDA property management software (preferred)
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook
- Strong numerical accuracy and attention to detail
- Ability to manage high volumes of administrative work in a structured and organised manner
Key Competencies
The ideal candidate should demonstrate the following attributes and skills:
- High level of accuracy and attention to detail
- Strong communication and telephone etiquette skills
- Ability to manage financial and tenant information with integrity
- Professional and respectful approach when dealing with students and parents
- Strong organisational and time management skills
- Ability to work under pressure in a fast-paced environment
- Problem-solving ability and proactive follow-up skills
- Honest, trustworthy, and responsible when handling financial data
Work Environment
This role operates within a busy student accommodation environment where high volumes of tenant interactions and financial transactions are processed daily. The environment requires discipline, structure, and strong multitasking ability.
The successful candidate will be expected to work closely with property managers, maintenance teams, and administrative staff to ensure smooth day-to-day operations of the residence.
Why This Role Matters
This position plays a vital role in maintaining financial stability and operational efficiency within a student housing environment. Accurate billing, timely collections, and proper lease management directly contribute to the sustainability of the residence and the quality of service delivered to students.
You will be contributing to a system that supports hundreds of students in a structured, safe, and well-managed living environment.
Application Details
Interested candidates who meet the requirements are encouraged to apply.
Submit your CV and supporting documents to:
📧 lidene.pienaar@hireresolve.us
Shortlisted candidates will be contacted directly for further assessment.
Final Note
This role is ideal for someone who enjoys structured administrative work, values accuracy, and is confident in managing both financial and interpersonal responsibilities within a high-volume residential setting.
