Portfolio Officer

3 days ago

East London, South Africa Own Haven Property Management Full time

**Summary**

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 the third-party landlord portfolio, achieving revenue targets, and maintaining current relationships.

1. **Operational requirements**

**NEW BUSINESS**
- Prepare marketing plans and ensure implementation
- Prepare, submit and pursue management proposals to ensure growth targets are met.
- Attend functions to promote management services
- Co-ordinate and attend sponsored events
- Ensure the successful take-on of new properties under management

**LANDLORD AND RELATIONSHIP MANAGEMENT**:

- Ensure the efficient and effective landlord administration and management of related processes
- Manage landlord mandate to maximization revenue streams.
- Manage the landlord relationship through tracking customer service levels.
- Landlord properties managed in line with mandate and company procedures.
- Oversee the landlord payment process
- Distribute monthly reports to landlords
- Ensure municipal account queries are lodged & landlords kept informed.
- Oversee and ensure house visits by relevant staff are carried out and provide feedback to landlords
- Ensure relevant maintenance work is carried out as and when necessary.

**TENANT & RELATIONSHIP MANAGEMENT- ** Ensure the efficient and effective tenant administration and management of related processes
- Oversee tenant management procedures to ensure maximization of revenue streams.
- Ensure vacancies negated in line with budgets and projections.
- Oversee tenant relationships through tracking customer service levels.
- Ensure lease agreement processes are managed in line with company procedures.
- Oversee the marketing of available units to optimize rental income.

**COMPLIANCE**
- 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.
- Ensure all third-party files are FICA Compliant

**REPORT WRITING**
- Review monthly business unit results and ensure regular and accurate reporting.
- Report weekly on vacancies, mandates, mutations submitted to the General Manager.
- 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.

**STAFF MANAGEMENT**
- Oversee and manage office, 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, Portfolio Administrator Assistant & interns 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.

**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. Set Annual Budgets and Quarterly Forecasts. Meet output requirements, while containing expenditure.

4. **Quality Compliance**:

- Ensure OHPM is compliant with relevant legislation (EAAB, FICA). Role-out changes in legislation and ensure adequate training. Ensure properties are managed within the constraints of relevant legislation. Comply with Quality requirements as outlined by the company Procedures and Written Instructions in all tasks and activities.

5. **Safety, Health and 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.

**Minimum qualifying requirements**:

- 3-year Property Management qualification or equivalent.
- Registered with EAAB as an Estate Agent holding a valid FFC
- 3 years’ experience in a client services / marketing & management environment.
- Managing third party properties advantageous.
- Experience in overseeing and management of staff
- Driver's license
- Own Vehicle

**Skills and Attributes**:

- Planning skills
- Problem solving & analytical skills
- Advanced MS Office and MDA skills
- Accuracy & Strategy planning
- Excellent communication skills
- Excellent eye for detail
- Logical thinking & information seeking
- Self-development orientation
- Cultural sensitivity
- Service orientation
- Excellent people / Interpersonal skills
- Presentable and Professional
- Ability to work unsupervised in a pressurized environment.

**Job Type**: Permanent

**Salary**: R17,0

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