Levy Administrator: Sectional Title

3 months ago

Pretoria, South Africa City Property Full time

The purpose of the role is to provide administrative support to the Sectional Title Portfolio Managers, to reconcile monthly levy and utilities statements and ensure timeous payment thereof. To further ensure effective tenant recoveries of managing agent utilities charges.

**Performing Administration functions.** 1. Answer calls and taking messages.
2. Receive post from Managing Agents and/or Body Corporates and give through to the Portfolio Manager for signature.
3. Ensure timeous action on all Managing Agent notices, distributing the relevant Administrator for execution, i.e. notices re. Breach of house rules by tenants etc.
4. VMSLK Deed Searches
5. Provide support to Sectional Title Property Managers
6. Attend Managing Agent meetings as and when required
7. Ensure that all filing is done and stays up to date
8. Ensure that the Global Outlook Calendar is updated daily
2. Levy Administration and payments
3. Processing billing; payments and related transactions
4. Print and reconcile recurring payment instructions
5. Manage recovery of all water and electricity expenses charged on levy statements
6. Manage recovery of parking expenses charged on levy statements
7. Manage recovery of other ad hoc expenses charged (i.e. repairs penalties)
8. Raise and query outstanding levies and ad-hoc charges with Managing Agents
9. Update and manage monthly income vs. levy reports
10. Update and manage budget variance reports **Financial** 1. Ensure that all levies are paid in time and correct to avoid penalties
2. Ensure that levies, and extra charges are correct and reconciled to previous month
3. Ensure that all levies are paid up to date
4. Ensure that all additional fines charged are correct or reversed in time for the next payment date.
5. Ensure that levy to rent % is correct compared to budget
6. Ensure that all water & parking raised by the Managing Agents are recovered from the tenants. Assist with tenant queries.
**Customer Service** 1. Recovery Queries from tenants resolved within acceptable timeframe
2. Levy Account problems addressed with Managing Agents professionally and effectively
3. Attend to CRM Cases within prescribed timeframes and conforming to CPA Standards **Working conditions**:
Mostly Office Based.

**Qualifications & Experience**:
1. Matric qualification required.
2. 3 - 5 years administrative experience required.
3. Levy Management experience advantageous **Skills & Knowledge Required**: 1. MS Office:
a. MS Word - Intermediate
b. MS Excel - Intermediate to Advanced
c. MS Power Point - Basic
d. MS Outlook - Intermediate
2. Fluent Business English skills required (spoken/read/write)
**Personal**
**Attributes**:
1. **Problem solving **- find solutions when emotions are involved.
2. **Reality testing **- be objective; see things as they really are.
3. **Impulse control **- resist or delay impulse to act.
4. **Flexibility **- adapting emotions, thoughts and behaviors.
5. **Stress tolerance - **coping with stressful situation.
6. **Independence** - be self-directed and free from emotional dependency.
7. **Multitasking** - dealing with several activities at a time, enjoy being given new tasks before they have finished another.
8. **Persistence** - sticking with tasks, not giving up, dislike leaving things unfinished.
9. **Rule** **following** - adhere to rules and strictly follow work regulations.
10. **Attention to detail** - focus on details, strive for perfection and be well organized.
11. **Innovation** - creative and open-mindedness.

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