Portfolio Manager

SUMMARY:
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POSITION INFO:

Role Overview

The Portfolio Manager is responsible for the effective management of a portfolio of residential, commercial, and mixed-use community schemes. This includes overseeing governance, financial administration, maintenance coordination, compliance, stakeholder communication, and client service to ensure the smooth operation of each scheme.

Key Responsibilities

• Manage a portfolio of community schemes in accordance with applicable legislation, rules, constitutions, and management agreements.
• Prepare, coordinate, and attend Annual General Meetings (AGMs), governing body meetings, and additional meetings where required.
• Compile and distribute meeting notices, agendas, minutes, and related documentation within required timeframes.
• Follow up and action all matters arising from meetings.
• Provide guidance and support to governing bodies, owners, and residents regarding scheme management, legislation, and governance matters.
• Coordinate maintenance and repair requirements, obtain quotations, liaise with contractors, and oversee approved projects.
• Respond promptly to owner, resident, contractor, and governing body enquiries.
• Manage and maintain accurate scheme records, resolutions, contracts, and statutory documentation.
• Prepare and manage annual budgets in conjunction with financial administration teams.
• Review and approve management accounts, financial reports, creditor payments, and municipal accounts.
• Monitor levy collections and liaise with financial administrators regarding arrears and legal collections.
• Assist with insurance matters, including obtaining quotations and facilitating claims processes.
• Liaise with professionals such as attorneys, engineers, surveyors, auditors, and municipalities when required.
• Ensure compliance with relevant legislation governing community schemes.
• Facilitate dispute resolution and provide professional guidance on scheme-related matters.
• Support the onboarding of new schemes and contribute to business development opportunities.
• Attend internal meetings and training sessions and maintain up-to-date industry knowledge.

Requirements

• Own reliable vehicle and valid driver's licence.
• Strong knowledge of community scheme management and relevant legislation.
• Excellent communication, organisational, and problem-solving skills.
• Ability to manage multiple schemes and deadlines simultaneously.
• Professional approach to client service and stakeholder management.
• Proficiency in relevant property management and administrative software systems.

Summary

The Portfolio Manager serves as the primary point of contact for clients and is responsible for ensuring the efficient, compliant, and professional management of all schemes within their portfolio. The role requires strong relationship management, financial oversight, administrative accuracy, and a commitment to delivering exceptional service.