Portfolio Officer

2 weeks ago

East London, Eastern Cape, South Africa E2E Staffing (PTY) LTD Full time

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

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

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

STAFF MANAGEMENT

  • Oversee and manage staff and resource functions with regards to daily activities and requirements
  • Manage staff's work allocation, performance and development in line with company policies and procedures
  • Ensure that the Portfolio Administrator & Facilities Coordinator conducts an analysis of processes carried out and feedback received on a monthly basis.
  • 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

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

2. 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
**3. Huma

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