Portfolio Officer

2 weeks ago

East London, Eastern Cape, South Africa Own haven housing association Full time

PURPOSE OF THE JOB:


The main purpose of this position is for the Portfolio Officer to be the face of Own Haven Property Management and to focus on the growth of third-party BC / HOA portfolio, achieving revenue targets, and maintaining current relationships with third part BC / HOA properties.


EDUCATIONAL REQUIREMENTS:

  • Diploma or Degree in Management
  • Paddocks UCT Sectional Title / HOA Management Course qualification
  • Registered with the EAAB holding a valid FFC advantageous.

WORK EXPERIENCE:

  • Three years' experience in managing Sectional Title Schemes / HOA's as well as complex management.
  • Experience in overseeing and management of staff.

KEY PERFORMANCE AREAS

1)Operational requirements
Execute daily tasks and work instructions according to relevant Procedures.

NEW BUSINESS

  • Prepare marketing plans and ensure implementation.
  • Prepare, submit and pursue management proposals to ensure growth targets are met.
  • Ensure the successful takeon of new properties under management.

RELATIONSHIP & PROPERTY MANAGEMENT

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.
  • Assist with the signing of debit order forms and levy recoveries.
  • Assist with 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.
  • Signoff of invoices to submit to finance.

Review monthly results and ensure regular and accurate reporting to all relevant stakeholders / Trustees.

  • Prepare and distribute a monthly report to Trustees.
  • Prepare and signoff of prebilling checks
  • Distribute monthly management accounts to all BC and HOA within deadline date.

Ensure the effective management of properties in line with relevant legislation.

  • Oversee and ensure entities are registered with CSOS and payments made.
  • Ensure any changes to legislation are rolled out and staff are aware of changes
  • Ensure OHPM is compliant with relevant legislation and ensure EAAB annual renewals are attended to.
  • Oversee the management and enforcement of house and conduct rules and issuing of fines/penalties.

Effective property management of complexes ensuring complex wellness.
- regular site visits and management of SLA's

  • Oversee the appointment and performance of service providers.
- ensure expenditure in line with budget

  • Oversee the management of adhoc service providers.
  • Oversee that maintenance issues are recorded, and worksorders opened
  • Ensure expenditure of work orders issued are in line with budgets.
  • Oversee complex upkeep
  • Cyclic complex visits and report on "wellness."

REPORT WRITING

  • Review monthly business unit results and ensure regular and accurate reporting.
  • Revenue variance report compiled on a monthly basis.
  • Collate feedback from staff and formulate a monthly progress report, including statistics over a period of time.

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.

COMMUNITY DEVELOPMENT

  • Manage Corporate Social Investment activities in line with OHHA's mainstreaming plans.
  • Engage with current volunteers involved in the CSI programs and attract new volunteers.

SKILLS & ATTRIBUTES

  • Planning skills
  • Problem solving & analytical skills
  • Accuracy & Strategy planning
  • Excellent communication skills
  • Excellent eye for detail
  • Logical thinking & information seeking
  • Selfdevelopment orientation
  • Cultural sensitivity
  • Service orientation
  • Excellent people skills
  • Computer Literacy in MS Office Suite
Please send one CV only.

Salary:
R19 500,00 - R21 000,00 per month

Ability to Relocate:

  • East London,

Eastern Cape:
Relocate before starting work (required)

Application Deadline: 2024/03/15

Expected Start Date: 2024/03/02

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