Portfolio Officer

Job Description: Ensure the efficient and effective administration and management of owner and Trustees relationships: Ensure all records are kept up to date including owners details, Management Agreements, minute books, fire certificate renewals, insurance policies etc. Arrange, attend, minute all relevant HOA and BC Meetings and execute instructions and distribute minutes timeously from said meetings. Attend to any action items coming out of complex meetings. Assist with the signing of debit order forms and levy recoveries Attend to owner queries providing an efficient service Ensure the efficient and effective administration and management of related processes: Prepare annual budgets for all HOA and BC Assist with the preparation of the Annual Financial Statements for all HOA and BC Ensure adequate property insurance in place and oversee the submission and management of insurance claims Oversee the preparation of levy clearance certificates and sign off on change of ownerships on MDA Sign-off of invoices for processing and payment Prepare for and run billing raising utility charges where required Oversee the management of utility accounts and any related tasks for complexes under management Undertake credit control within complexes under management and manage the handover process. Annual budgets compiled timeously, and approval process carried out Preparing relevant documents for AFS Adequate insurance cover in place. Insurance claims submitted.\ Levy clearance certificates issued. Invoices signed off for processing and payment Monthly billing run and statements sent to owners. Utility accounts managed effectively. Effective credit control. Review monthly results and ensure regular and accurate reporting to all relevant stakeholders / Trustees. Prepare and distribute a monthly report to Trustees. Distribute monthly management accounts to all BC and HOA within deadline date Effective property management of complexes ensuring complex wellness: Regular site visits and management of SLAs Oversee the appointment and performance of service providers, ensure expenditure in line with budget Oversee the management of ad-hoc service providers. Oversee that maintenance issues are recorded, and works-orders opened Ensure expenditure of work orders issued are in line with budgets. Oversee complex upkeep Cyclic complex visits and report on "wellness." Financial Risk Management: Oversee municipal related processes, comparing charges to the budget Prepare budgets and authorize expenditure for the department Analyse and formulate responses to all risks associated with the region Perform all duties, within your vocational abilities, as requested Carry out any other ad hoc duties as and when required by management. Liaise with different personnel, as is required, to prevent delays and on-time delivery Financial: Ensure effective cost saving and waste elimination Assist with setting Annual Budgets and Quarterly Forecasts for the company Meet output requirements, while containing expenditure Ensure control and approval of expenses in accordance with the company approvals framework Human Resources: Familiarise yourself with and, at all times, act in accordance with the companys policies and procedures Promote diversity, equal opportunity and fair treatment in the workplace Ensure consistent adherence to & application of the companys disciplinary code, grievance procedures and relevant legislation Execute company EE plan, procedures and targets Quality Compliance: Comply with Quality requirements as outlined by the company Procedures and Written Instructions in all tasks and activities Ensure that the required procedures and Quality standards are adhered to Ensure high quality standards of work are adhered to at all times Complete all documentation timeously and accurately Safety, Health & Environmental: Carry out any duty or requirement imposed on the company by the OHS Act Ensure that the requirements of the OHS Act are complied with by every person under your supervision Ensure that reasonably practicable steps are taken to identify, manage or eliminate any hazards or potential hazards to the safety or health of employees Report any unsafe or unhealthy situations to the Managing Director Job Requirements: Diploma or Degree in Management Paddocks UCT Sectional Title / HOA Management Course qualification Registered with the EAAB holding a valid FFC advantageous Three years experience in managing Sectional Title Schemes / HOAs as well as complex management Experience in overseeing and management of staff

Location: East London, ZA

Posted Date: 12/16/2024