Portfolio Officer

2 months ago

East London, South Africa Jobted ZA C2 Full time

Job Description:

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.
- Attend to any action items coming out of complex meetings.
- Assist with the signing of debit order forms and levy recoveries
- Attend to 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 for processing and payment
- Prepare for and run billing raising utility charges where required
- Oversee the management of utility accounts and any related tasks for complexes under management
- Undertake credit control within complexes under management and manage the handover process. Annual budgets compiled timeously, and approval process carried out
- Preparing relevant documents for AFS
- Adequate insurance cover in place.
- Insurance claims submitted./
- Levy clearance certificates issued.
- Invoices signed off for processing and payment
- Monthly billing run and statements sent to owners.
- Utility accounts managed effectively.
- Effective credit control.

Review monthly results and ensure regular and
accurate reporting to all relevant stakeholders / Trustees.

- Prepare and distribute a monthly report to Trustees.
- Distribute monthly management accounts to all BC and HOA within deadline date

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 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."

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
- 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 is required, to prevent delays and on-time delivery

Financial:

- Ensure effective cost saving and waste elimination
- Assist with setting Annual Budgets and Quarterly Forecasts for the company
- Meet output requirements, while containing expenditure
- Ensure control and approval of expenses in accordance with the company approvals framework

Human Resources:

- Familiarise yourself with and, at all times, act in accordance with the companys policies and procedures
- Promote diversity, equal opportunity and fair treatment in the workplace
- Ensure consistent adherence to & application of the companys disciplinary code, grievance procedures and relevant legislation
- Execute company EE plan, procedures and targets

Quality Compliance:

- Comply with Quality requirements as outlined by the company Procedures and Written Instructions in all tasks and activities
- Ensure that the required procedures and Quality standards are adhered to
- Ensure high quality standards of work are adhered to at all times
- Complete all documentation timeously and accurately

Safety, Health & 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

Job Requirements:

- Diploma or Degree in Management
- Paddocks UCT Sectional Title /
- HOA Management Course qualification
- Registered with the EAAB holding a valid FFC advantageous
- Three years experience in managing Sectional Title Schemes / HOAs as well as complex management
- Experience in overseeing and management of staff

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