Portfolio Manager

2 weeks ago

East London, Eastern Cape, South Africa Abantu Staffing Solutions Full time

About Abantu Staffing Solutions

Abantu Staffing Solutions is a leading staffing agency providing top talent to the property sector. We are committed to delivering exceptional candidates that meet the highest standards of quality and expertise.

Job Title: Portfolio Officer

Salary: R 550,000 per annum, depending on experience and qualifications

We are seeking an experienced Portfolio Officer to join our team in managing Sectional Title Schemes and Homeowners Associations (HOAs). As a key member of our team, you will be responsible for ensuring the efficient and effective administration and management of owner and trustee relationships, as well as overseeing and managing staff functions.

Key Responsibilities:

  • Operational Requirements:
    • 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 and Property Management:
    • Ensure the efficient and effective administration and management of owner and trustee relationships
    • Ensure all records are kept up-to-date, including owners' details, management agreements, minute books, fire certificate renewals, insurance policies, etc.
    • Attend all relevant HOA and BC meetings and execute instructions timeously from said meetings
    • Assist with owner queries, providing an efficient service
    • Ensure the efficient and effective administration and management of related processes
    • Prepare annual budgets for all HOAs and BCs
    • Provide documents required for the preparation of the annual financial statements for all HOAs and BCs
    • Ensure adequate property insurance is in place and oversee the submission and management of insurance claims
    • Prepare levy clearance certificates and sign off on change of ownerships on WCU
    • Sign off on 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 on pre-billing checks
    • Distribute monthly management accounts to all BCs and HOAs within the 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 SLAs
    • Oversee the appointment and performance of service providers
    • Ensure expenditure is 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 is 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
    • Analyze and formulate responses to all risks associated with the region
  • Staff Management:
    • Oversee and manage 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 & Facilities Coordinator 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
    • Liaise with different personnel, as required, to prevent delays and on-time delivery
  • 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

Requirements:

  • Diploma or degree in management
  • Paddocks UCT Sectional Title/HOA Management Course qualification
  • Registered with the EAAB holding a valid FFC advantageous

Experience:

  • Three years' experience in managing Sectional Title Schemes/HOAs, as well as complex management
  • Experience in overseeing and managing staff

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