KAYLA ANGELIQUE ERNEST
Cape Town
Summary
I am a dedicated and hardworking professional who consistently strives to deliver the highest standard of service to clients. I am quick to learn, highly adaptable, and able to perform effectively in diverse and challenging environments.
Overview
11
11
years of professional experience
Work History
Collections
Amari Property Management
05.2025 - Current
- Monitor owner accounts and identify arrears in line with monthly reporting.
- Issue levy statements, reminder notices, and final demand letters.
- Communicate with owners via phone, email, and written correspondence regarding outstanding balances.
- Negotiate and record payment arrangements in writing; monitor compliance.
- Maintain accurate notes of all communications and update records on the management system (e.g., WeConnectU).
- Prepare arrear analysis reports for trustees and include owner contact notes in monthly community reports.
- Liaise with attorneys for legal handover of overdue accounts.
- Track legal processes (summons, judgments, enforcement actions) and provide updates to trustees.
- Ensure collection costs and legal fees are billed to the relevant owner’s account.
- Close accounts/files once arrears have been settled.
Portfolio Assistant
Pretor Group (PTY) Ltd
04.2022 - 04.2024
- INSURANCE Claims In General: To relevant broker on behalf the Body Corporate common property claims.
- Provide owner's with the brokers details to register their claims.
- Keep track of claims to ensure they are finalized.
- Ensuring correct insurer / broker details are captured on Web.
- Assist bookkeeper with investigations and allocations where required.
- Common Property Claims: Keeping track of claims.
- Obtaining quotes for common property claims (where required).
- Ensuring settlement is received - check if calculations are correct.
- Ensuring the contractor invoice(s) are paid - allocation to Insurance Excess GL.
- Ensure applicable excess is reallocated to correct GL code - instruction to bookkeeping department.
- Outside Insurer / Broker: Keeping track of claims.
- Include owner in all correspondence with broker.
- Filing of all information and documents on BCD folder for bookkeeper reference.
- Ensure correct settlement is received from insurer and allocated accordingly.
- Inform owner of applicable excess which will be debited to levy account.
- Ensure the excess is debited on the levy account of the owner (if applicable).
- CONTRACTORS Quotes: Obtaining quotes from Pretor preferred service provider list.
- Saving quotes under the applicable BCD folder.
- Obtaining approval of quotes from Trustees/Directors.
- Updating of Maintenance recon on BCD folder to keep track of all quotes and appointments.
- Sending communication to all relevant parties of work to be carried out.
- Arranging access for contractors via caretaker / estate manager / Trustees/Directors.
- Invoices: Processing of invoice payments via online payment system with all required supporting docs.
- Check that the invoice is correct: Invoice number, banking details and correct total payable.
- Following Pretor procedure when new contractors & service providers should be paid.
- Preparation of payment for petty cash / pay wallet claims - All slips should be attached as supporting documents.
- Allocations should be made to the correct expense code and amounts should balance with closing balance on FNB statement.
- Preparation and submission of CAMS payments.
- Attending to queried invoices.
- Monthly Contractual Payments: Ensure monthly amounts are the same and if not, enquire on the reasoning.
- Ensure Utility Management is kept updated with changes in service providers, etc.
- Requesting statements to ensure all payments are up to date.
- COMPLIANCE Fire, LIFT, DRMP, MINISUB: Assisting Compliance Department with queries.
- Ensure all COC's are saved in applicable BCD folder for recordkeeping.
- CIPC (Hoa's): Request newly appointed Directors' ID's.
- Have the ID's Certified.
- Obtain the signed mandate from the Chairperson of the HOA.
- Obtain the resolution signed by all the Directors of the HOA.
- Obtain the completed and signed appointment and resignation letters from the Directors.
- Submit all documents and await the COR39.
- Send the Cor39 form to the Chairperson to complete and sign.
- Submit completed Cor39 for CIPC Registration.
- CSOS Annual Returns: Attending to CSOS annual returns once signed AFS has been received from auditor.
- Ensure correct details are captured and correct supporting documents are attached.
- Keeping a list of annual returns due and overdue (to be done within 4 months after yearend).
- Insurance Valuation: Obtain quotations for insurance valuation - to be done every 3 years and before AGM of the 3rd year.
- SECRETARIAL Meetings / Annual & Special General Meetings: Arrange for post (normal or registered) where applicable.
- Keep minute books updated with notice, attendance registers, supporting docs and minutes.
- Document Management: Ensuring Document Management is kept updated (online & BCD).
- Letters & Circulars: Drafting of system letters - letter to be sent to Manager for distribution.
- Drafting of circulars - circular to be sent to Manager for Distribution.
- Ensure proper recordkeeping on complaints on BCD folder.
- Ensuring minute book is kept updated with all general communication on letterheads.
- Communication: All e-mails must be responded to within 24 hours.
- Internal liaison between all departments - keeping all departments updated on changes, etc.
- Attend to walk-in clients where required.
- Attend to all telephonic queries with a professional attitude.
Portfolio Debtors Clerk
Vision Property Management & Leasing
03.2019 - 04.2022
- ACCOUNTS: Daily Operating on MDA Property Systems www.mdapropsys.com.
- I hold my Certificate as a Registered Debt Collector (Certificate Number: 0114732/19).
- Sending Statements/Invoices monthly to all clients (email & post), checking that all were sent/delivered successfully.
- Loading New Schemes & Individual Leases (Open / Close Accounts) as well as accurate ProRata Calculations.
- Amend client information (updating data e.g. contact details).
- Calculating & Charging Interest, Collection Fees, Various Debits.
- Loading applicable charges as well as amend/adjust current debits e.g. levy increases, special levies, Insurance excess, attorney fees etc.
- Assisting with unallocated receipts of clients to applicable accounts.
- Attending to all email & telephonic queries speedily & accurately.
- My Portfolio consists of 2164 accounts currently (Homeowners' Association & Sectional Title).
- CREDIT CONTROL: Collecting all outstanding contributions / debt (monies payable by clients) e.g. levies, penalties, arrears etc. (Homeowners' Associations & Sectional Title) in accordance with the applicable legislation.
- Updating all credit control notes on system & updating Trustees/Directors on progress.
- Sending of monthly reports to Management & the Trustees/Directors of the schemes.
- Compiling & sending SMS's (Friendly & Arrear SMS's).
- Compiling & sending letters; Consent to Rescission of Judgement, Acknowledgement of Debt, Payment Arrangements, Reminder Letters, Notice of Demands etc.
- Loading & recovering debt collection fees against clients.
- Handing over Accounts to Attorneys.
- Attending meetings with clients & attorneys (walk-ins& appointments).
- Handle all levy related queries telephonically, via e-mail and in consultation.
- Ensure that required approval is obtained for the collection process from the portfolio manager.
- Supply history cards, statements and recons to owners and managers as required.
- Prepare and type out all documents relating to debt collection charges and procedures.
- Ensure managers are kept informed and get approval when required.
- Check debit orders after launching for discrepancies.
- Follow up and maintain Debit Orders, Late Estates, Sequestrations, Disputes and Arrangements etc.
- Back up your team member should they be unavailable.
- CLEARANCE: Attending to all Clearance Figures requests (Homeowners' Association & Sectional Title).
- Calculating Correct Clearance Figures &Compiling/Sending said Letters & Certificates in accordance with procedure.
- Handling all communication with Transfer Attorney's, Purchaser's & Seller's (when applicable obtaining approval from Trustees/Directors & Attorneys: Accounts Handed Over).
- Upon Registration; Following Split & Calculating & Charging Correct Pro-Rata as well as applicable debits.
- Capture Receipts for Clearance Figures monies received for account/s on MDA Property Systems.
- Loading of New Owner as from date of registration, Individual Lease/s, Closing Old Owner (Open / Close Accounts).
- Correspondence regarding Credit remaining on Old Account & ensuring it be paid out to the correct persons (Seller/Purchaser/Attorney) in accordance with Transfer Attorney.
Front Desk Operator
The Trilogy Collection t/a Menlyn Maine Residence
06.2020 - 03.2022
- The Front Desk/Concierge responds to a wide variety of guest requests by accurately assessing the owners and/or guest needs and then adding personal recommendations and touches to achieve maximum guest satisfaction while complying with all policies.
- The Front Desk/Concierge is responsible for guest satisfaction by assisting with their check-in.
- Therefore, whenever you can be of any help to a guest, we are sure to assist graciously and in a timely manner, making them feel welcome.
- Greet, check in, and check out guests; handle previously booked, stay-overs and room changes.
- Answer telephone.
- Provide outstanding guest services including but not limited to making booking.
- Providing general information.
- Maintain tight control on all room keys and see that they are properly assigned to guests and accounted for.
- Develop a thorough knowledge of the properties, their rooms and amenities.
- Know department heads and department functions and how they relate to each other.
- Develop a thorough knowledge of the computerized property management software used in the daily operations.
- Read and initial logbook and memos daily; be aware of the current activities on the property.
- Have a good personal appearance and follow uniform requirements provided by supervisor.
- Exhibit friendly, courteous, helpful behavior at all times; be able to react calmly and professionally when solving the problems and/or concerns of our guests.
- Be able to handle a stressful, hectic atmosphere and follow through on duties after numerous interruptions; develop problem solving and decision-making skills related to the front office operation.
- Be able to work various shifts, weekends and holidays; be flexible with scheduling and assist co-workers with scheduling conflicts whenever possible; be on time for scheduled shifts.
Titles Finance Admin/Credit Control Clerk
Midcity Property Services (PTY) Ltd
08.2019 - 02.2019
- Capturing of creditors on MDA.
- Capturing of monthly invoices on MDA and FNB Internet Banking (Supplier Payments and Ad Hoc).
- Capturing of daily EFT's on FNB Internet Banking and MDA (Supplier Payments and Ad Hoc).
- Filing.
- External Queries.
- Requesting monthly invoices not paid.
- Capturing stationary debits, salaries, and SARS payments.
- Sorting and managing municipal queries & problems.
- Preparing Daily Balances.
- Back up for colleagues in the Titles Finance Department (e.g. journals, budgets).
- Any other task that might be assigned to the position by management.
Debt Collector
Midcity Property Services (PTY) Ltd
08.2017 - 07.2018
- Collection of arrear levies.
- Implementation of the company's collection procedures - SMS,'s Final demands & Handover's.
- Ensure that required approval is obtained for the collection process from the portfolio manager.
- Handle all levy related queries telephonically, via e-mail and in consultation.
- Typing out journals relating to debt collection charges.
- Supply history cards, statements and recons to owners and managers as required.
- Prepare and type out all documents relating to debt collection charges and procedures.
- Ensure managers are kept informed and get approval when required.
- Check debit orders after launching for discrepancies.
- Update owners contact details on full title and sectional title owners.
- Supply updated reports to managers on Sequestrations and Late Estate matters for meetings.
- Contact owners - notifying them of returned e-mail statements.
- Follow up and maintain Debit Orders, Late Estates, Sequestrations, Disputes and Arrangements etc.
- Prepare, upload and check handovers on the web portal.
- Report problems on the attorney portal and notify the relevant persons.
- Advise relevant persons when the hand over activity reports is not received.
- Follow up on Attorneys Web Portal daily.
- Check and manage 14 days Report of Attorney Web Portal.
- Journals & Memo's - Legal fees and other.
- Maintain Status Codes on MDA.
- Sort and File all working documents for both full title and sectional title developments.
- Administer lost buildings - collection process.
- Back up your team member should they be unavailable.
General Administration assistant/Liaison Officer
CollectNet
05.2016 - 08.2017
- Ensured the delivery of premium service to clients.
- Quickly became a trusted assistant known for flexibility and high-quality work, who readily adapts to change, works independently.
- Able to juggle multiple priorities and meet deadlines without compromising quality.
- With excellent hard skills as well as soft skills.
- Assisting clients with their enquiries.
- General administration assistance.
- Telephonic and Written Communication with clients.
- Creating Spreadsheets monthly.
- Capturing data daily.
- Doing financial reports daily and monthly.
Temporary Front Desk/Reception
CollectNet
03.2016 - 04.2016
- Answering, screening, and transferring calls diligently and accordingly.
- General administration assistance.
- Setting up the boardroom for all meetings and assisting with anything needed in the meeting.
- Assisting and liaising with clients.
Query officer
CollectNet
08.2014 - 02.2016
- Handled customer queries diligently (e.g., provided them with the correct information regarding their queries).
- Communicated effectively with clients.
- Provided timely, courteous and knowledgeable response to information requests.
- Earned excellent marks on performance reviews, with citations for excellence in areas including work volume, ability to learn and master new concepts; positive work ethic; and commitment to providing unsurpassed service.
Education
Matric -
Eersterust Secondary School
01.2013
Debt Recovery
Chartall Business College
Cape Town, South Africa08-2025
Skills
- Spreadsheet Reports
- Time Management
- Teamwork
- Self-Motivation
- Ability to meet deadlines
- Administrative Skills
- Rapport Building
- Prioritizing
- Customer Service
- Executive Support
- Oral & Written Communication
- Leadership
- Problem Solving
- Decision Making
- Adaptability
- Outlook
- Excel
- Word
- PowerPoint
- Collections
Languages
English
Bilingual or Proficient (C2)
Afrikaans
Bilingual or Proficient (C2)
Timeline
Collections
Amari Property Management
05.2025 - Current
Portfolio Assistant
Pretor Group (PTY) Ltd
04.2022 - 04.2024
Front Desk Operator
The Trilogy Collection t/a Menlyn Maine Residence
06.2020 - 03.2022
Titles Finance Admin/Credit Control Clerk
Midcity Property Services (PTY) Ltd
08.2019 - 02.2019
Portfolio Debtors Clerk
Vision Property Management & Leasing
03.2019 - 04.2022
Debt Collector
Midcity Property Services (PTY) Ltd
08.2017 - 07.2018
General Administration assistant/Liaison Officer
CollectNet
05.2016 - 08.2017
Temporary Front Desk/Reception
CollectNet
03.2016 - 04.2016
Query officer
CollectNet
08.2014 - 02.2016
Matric -
Eersterust Secondary School
Debt Recovery
Chartall Business College