Portfolio Specialist

Location: The Campus Bryanston (Hybrid)
- Salary: Fixed basic component (to be negotiated) plus commission structure.
- Bonus: Performance based
- Job Type: Permanent
- Sectors: Accounting, Admin, Finance
- Benefits: Pension

**RESPONSIBILITIES**:
**SCHEME MEETINGS**:

- Scheme Executive meeting attendance in person or remotely as required by individual buildings
- Chairing and/or taking minutes of Scheme Executive meetings as required by individual buildings
- Actioning items resulting from the Scheme Executive meeting
- Determine date, time and venue for AGM/SGM according to legislation and Scheme Executive availability
- Oversee the scheduling of AGM/SGM for the Scheme in the property cell within legislative framework
- Preparing for AGM/ SGM: budget, special project quotes, quorum info, insurance schedule etc
- Attending AGM/ SGM remotely or in person for all Schemes in the property cell
- Chairing and/ or taking minutes of AGM/SGM as appropriate, and in accordance with relevant legislation
- Actioning items resulting from AGM/SGM
- Complete post-AGM checklist
- Updating changes to information resulting from AGM/SGM eg levy increase, special levy

**MONTHLY LEVY RUN**:

- Providing info to Financial Controller for monthly levy statement run
- Oversee monthly statement run
- Approving snapshot and levy roll before live run
- Ensuring statement run occurred for each Scheme in the portfolio

**MONTHLY REPORT**:

- Providing info to Financial Controller for monthly financial reports
- Oversee monthly reporting process
- Approving monthly reports before sending them to Scheme Executives
- Ensuring monthly reports are generated for each Scheme in the portfolio
- Reports to be checked and distributed by priority list

**LIAISON**:

- Building and maintaining relationships with Scheme Executives
- Building and maintaining contractor relationships
- Building and maintaining relationships with relevant councils and utility management companies
- Communicating with owners directly and via Owners’ Letters
- Constant feedback and communication with financial controllers, support teams and caretakers/estate managers

**SCHEME PAYROLL INFO**:

- Submitting Scheme payroll input to Payroll Department by 15th monthly
- Approving Remuneration List prior to pay run on 20th monthly
- Oversee distribution of manual pay slips monthly
- Assisting Payroll Department in obtaining statutory information for BC/HOA from Scheme Executives

**COLLECTIONS**:

- Handing over defaulting owners to DMS/external attorneys as per building mandate
- Managing accounts under transfer, arrangement or legal in collaboration with DMS where appropriate

**UTILITIES**:

- Liaising with councils regarding billing statements, queries, payments etc
- Advising Scheme Executives on external utility specialists where appropriate

**BUILDING CONTRACTORS AND MAINTENANCE**:

- Taking instruction from Scheme Executives and responding with appropriate action in cooperation with Administrative Team
- Escalating individual owner issues to Scheme Executives in an appropriate and timely manner
- Following up on outstanding maintenance matters in cooperation with Administrative Team
- Payment of creditors within given parameters
- Loading of new creditors on the system

**CLEARANCE FIGURES**:

- Confirming levy information for Clearance Figures

**INSURANCE**:

- Updating Insurance Schedules for Schemes in the portfolio
- Updating and renewal of insurance policies for Schemes in the portfolio

**MINIMUM QUALIFICATION**:

- The applicant must have completed a minimum of Grade 12/ Standard 10 (Matric) and have an excellent command of English as a written and spoken language.
- Paddock’s Sectional Title and Home Owners Association Certificate Courses recommended.
- A relevant Financial Qualification will be advantageous.
- Previous bookkeeping/ accounting experience, specifically in the property industry, will be advantageous.
- Knowledge of bookkeeping/accounting practices and generally accepted accounting principles are recommended. Knowledge of the Sectional Titles Act is advised.

**KNOWLEDGE, SKILLS AND ABILITIES**:

- The applicant must have proficient knowledge in the following areas:

- Ability to establish and maintain effective working relationships with role players
- Knowledge of financial administration
- Ability to maintain a high level of accuracy
- Ability to meet deadlines and grasp the urgency of departmental activities

**The applicant must demonstrate the following skills**:

- Excellent interpersonal skills
- Effective verbal and listening communication skills
- Attention to detail and high level of accuracy
- Numeracy and data entry skills
- Ability to do complex calculations
- Effective organizational skills
- Effective written communication skills
- Computer literacy in MS Office
- Time and work management
- Stress management
- Ability to transfer skills
- Ability to delegate effectively
- Ability to multi-task without losing focus

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