Portfolio Manager (Property Administration - Community Schemes / Sectional Title Industry)

SUMMARY:
Reporting to the Practice Manager, if you have 5+ years industry/ positional experience, have a formal/ professional industry related qualification - are able to work independently and manage clients & personnel operations effectively then keep reading.

Own transport essential. After hours meetings will be required.

Preferably experienced in property industry or as Portfolio Manager in Sectional Title industry!

POSITION INFO:
PORTFOLIO MANAGEMENT
* Person in charge of administrating the schemes on behalf of the company
* General office Administration
* Portfolio Administration: Bodies Corporate, Home Owners Associations, and other community schemes * Working closely with Trustees in order to manage the scheme
* Working closely with other departments and assist with problems, where needed
* Problem solving
* Insurance Policies – liaise with Brokers and Insurers
* Attending Trustee and General Meetings – weekly average of +-2 meetings between 5 – 8pm. * Taking minutes and the matters arising as a result thereof, and action the necessary. In Afrikaans or English. Scheme dependant.
* Diary Management: Scheduling of appointments and meetings well in advance

COMMUNICATION
* Ensure an effective communication strategy with trustees / owners
* Communication with all role players where required (legal /financial)
* Client liaison
* Compilation/typing of correspondence and letters to owners, tenants or other role players
* Liaising with various legal institutions
* Typing of all correspondence to owners, tenants or role players, on trustee instruction
* Notices of Trustees Meetings and Annual General Meetings and the Minutes thereof
* Dealing with daily correspondence
* E-mail management (respond within 24-hours on emails)
* Liaising between departments and Trustees. REPAIRS & MAINTENANCE
* Dedicated R&M administrator reports into you.
* Give instructions from trustees or other meetings to R&M department flowing from Trustee or other meetings
* Weekly meetings with R&M department on open job cards, and assist in decision making
* Assist and liaise with R&M department where necessary in order to assist the completion of repairs & maintenance tasks
* Liaise with R&M department so that the relevant quotes are tabled for approval at meetings and the most recent updates are provided at Trustee or other meetings.
* Quarterly site inspections and survey report with comments and recommendations to trustees.

ACCOUNTING / FINANCIAL
* Reviewing payments and invoices submitted for payment
* Releasing payment of invoices via banking system
* Payroll for weekly and monthly employees via dedicated payroll system
* Payment of weekly/monthly salaries to scheme employees
* Payment of statutory payments

GENERAL
* Advising Trustees wrt Sectional Titles Act, CSOS Act or Constitutions
* Assisting the Trustees with obeying the rules of the Body Corporate, HOA, community scheme * Attendance of Trustee Meetings * Attendance of Annual General Meeting, Special General Meetings
* Minutes of Meetings
* Attending to Matters Arising from Minutes

*** PLEASE NOTE : ONLY SUCCESSFUL APPLICANTS WILL BE CONTACTED ***

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