Portfolio Manager (Property Industry)

+- 25 schemes under Portfolio Administrators’ portfolio.
After hours meetings. Preferably experienced in property industry or as Portfolio Manager in Sectional Title industry.

PORTFOLIO MANAGEMENT
Person in charge of administrating the schemes on behalf of the business
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 assisting 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 dependent.
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 Repairs & Maintenance (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