Portfolio Officer

2 weeks ago

East London, Eastern Cape, South Africa Staff Solutions Full time

Opportunity Available Our leading client in the Property Sector is looking to employ a Portfolio Officer to join their dynamic team in East London.


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
  • Signoff 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 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."

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 ontime 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 company's policies and procedures
  • Promote diversity, equal opportunity and fair treatment in the workplace
  • 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 / HOA's as well as complex management
  • Experience in overseeing and management of staff

For more information please contact:
**Bridgette Groep

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