Portfolio Officer

2 weeks ago

East London, 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 take-on 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.
- Sign-off 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 sign-off of pre-billing 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 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.”

**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
- Self-development 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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