Property Portfolio Officer – Projects and Administration - Retirement Villages

Overview

My client an NPO running several Retirement Villages throughout Southern Africa with each Village comprising of residential units consisting of a mix of apartments and cottages of different sizes, as well as a clubhouse and access to Health Care Facilities. The Villages are managed by the NPO Foundation specifically set up for this and all operate on a sectional title basis.

My client is urgently recruiting for a Property Portfolio Officer to oversee and take care of the projects and administration for the Cape Town and Pretoria Retirement Villages respectfully – This position will be based in Cape Town and operate out of The NPO Head Office.

This position would be most suitable for someone with a background in Real Estate as well as someone with a lot of experience and who has sat on numerous Residential (Townhouse Complex, Apartment, Retirement Village) Body Corporate / Residential / Homeowner committees & Associations.

Remuneration

My client offers a very competitive remuneration structure – Negotiable

Requirements (preferred)

• Matric
• Tertiary qualification – Diploma – Administration, Finance, Bookkeeping
• Real Estate Agent qualification – NQF 4 – NQF 5 or similar
• Experience with Body Corporate / Residential / Homeowner Committees & Associations
• Excellent Computer literacy (MS Office – word, Excel etc ) – essential must have

Duties and Responsibilities

Sales:

• Set up appointment Bookings
• Actual viewing of all open unit (1 hour per booking)
• General Tours (40 mins per booking)
• Contract compilation and addendums if required
• Explaining the detail of agreement
• Telephone all persons on waiting list in relevance to the units available
• Manage waiting list and update systems at all time
• Load new applications to waiting list
• Communication with applicants updating them on the village (at least twice per year)
• Forward Newsletters etc
• Attend to all new enquiries regarding the villages
• Send out information, application forms etc
• Back up enquiries

RIP/Vacate

• Liaise with family/attorney on what to do
• Unit inspection - Keys, damage report
• Review agreement terms
• Calculated depreciation if needed
• Liaise with village for access control for the estate
• Establish date of refund and terms
• Create a statement of refund
• Obtain statement of arears from Foundation or the retirement village

Upgrade/Renovations

• Establish what work needs to be undertaken in each unit
• Ascertain village maintenance Village refurbishment
• Create a scope of works for each unit
• Investigate material options, tiles, floors, tops, and accessories, research difference suppliers and makes and models for best prices
• Meeting with contractors
• On site meeting with clients to establish extra costs
• Project management and snagging
• Liaison with Village management, notices etc

After Sales

• Liaise with village regarding move dates etc
• Arrange key handover
• Snagging 2 with client
• Follow up concerns

Finance

• Process of all invoices
• Process of bank Statements and investments
• Management of conversion agreements and journals
• Follow up with Establishments on errors or late submissions
• Raising of invoices
• Reconciliation of accounts
• Approval of supplier invoices
• Loading of new residents
• Final Statements to estates
• Levy subsidy management
• Audit management
• Manage Life Right Conversions
• Manage Rentals

Village Support

• MC meetings
• Major Maintenance Support
• Defect management
• Assistance with budget
• Oversight of property in general

General

• Meeting reports
• Spreadsheet completion
• Budget preparation
• Exco meetings
• CEO meetings
• Legislation compliance
• Scanning of files to one drive
• Establishment, Foundation and NPO Support