Portfolio Management Officer

1 month ago

East London, Eastern Cape, South Africa Staff Solutions Recruitment Full time
Key Responsibilities:

• Ensure efficient and effective administration of owner and trustees relationships.

Owner and Trustees Relationship Management:

• Maintain up-to-date records, including owner details, management agreements, minute books, fire certificate renewals, and insurance policies.

• Organize, attend, and minute relevant HOA and BC meetings, executing instructions and distributing minutes in a timely manner.

• Address action items arising from complex meetings.

• Assist with the signing of debit order forms and levy recoveries.

• Provide efficient service to owners, addressing their queries.

Financial and Related Processes Administration:

• Prepare annual budgets for HOA and BC.

• Assist in preparing the Annual Financial Statements for HOA and BC.

• Ensure adequate property insurance is 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.

• Approve invoices for processing and payment.

• Prepare for and run billing, raising utility charges where required.

• Oversee utility account management and related tasks for complexes under management.

• Conduct credit control within complexes under management and manage the handover process.

Reporting and Compliance:

• Review monthly results and provide regular and accurate reporting to relevant stakeholders and trustees.

• Prepare and distribute a monthly report to trustees.

• Distribute monthly management accounts to all BC and HOA within the deadline date.

Complex Management:

• Conduct regular site visits and manage SLAs.

• Oversee the appointment and performance of service providers, ensuring expenditure is in line with the budget.

• Manage ad-hoc service providers.

• Record maintenance issues and open work orders.

• Ensure expenditures on work orders are in line with budgets.

• Oversee complex upkeep.

• Conduct cyclic complex visits and report on 'complex wellness'.

Financial Risk Management:

• Oversee municipal-related processes, comparing charges to the budget.

• Prepare budgets and authorize expenditures for the department.

• Analyze and formulate responses to all risks associated with the region.

• Perform all duties within vocational abilities as requested.

• Carry out ad-hoc duties as required by management.

Financial Management:

• Ensure effective cost saving and waste elimination.

• Assist with setting Annual Budgets and Quarterly Forecasts for the company.

• Meet output requirements while containing expenditures.

• Ensure control and approval of expenses in accordance with the company's approvals framework.

Human Resources:

• Familiarize yourself with the company's policies and procedures.

• Promote diversity, equal opportunity, and fair treatment in the workplace.

• Ensure consistent adherence to the company's disciplinary code, grievance procedures, and relevant legislation.

• Execute the company's EE plan, procedures, and targets.

Quality Compliance:

• Comply with quality requirements as outlined by the company's procedures and written instructions.

• Ensure adherence to required procedures and quality standards.

• Maintain high-quality standards of work at all times.

• Complete all documentation timeously and accurately.

Safety, Health, and Environmental:

• Comply with the OHS Act and ensure adherence by all personnel under your supervision.

• Identify, manage, or eliminate any hazards or potential hazards to employee safety or health.

• Report any unsafe or unhealthy situations to the Managing Director.

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