Junior Portfolio Manager

**Role and Duties**

The Portfolio Manager [PM] builds relationships with BC’s and HOA’s by ensuring that all meetings are conducted, minuted and actioned appropriately and in accordance with relevant legislation, that monthly financial information is distributed to clients accurately and timeously, payments of building creditors are made correctly and timeously within given parameters and monthly packs are complied and distributed correctly and timeously in order of priority to clients. The Portfolio Manager oversees the buildings within his/ her portfolio, and provides information to the accounts team for processing. The Portfolio Manager will work closely with the Portfolio Assistant [PA] and oversee all building maintenance matters in cooperation with the PA.

The Portfolio Specialist reports to the Directors, and is responsible for overseeing the smooth running of his/ her property portfolio. The Portfolio Specialist will attend Trustee/ Director meetings, as well as AGM’s and SGM’s, chair and minute as appropriate, and take action resulting from these with the assistance of the PA. The Portfolio Specialist is accountable for the budgeting and resultant financials of all buildings in his/ her portfolio, including payment of building creditors, monthly billing and financial reporting, and any queries arising. The Portfolio Specialist is accountable for all building maintenance as instructed and approved by Trustees/ Directors, and any queries arising.

**RESPONSIBILITIES**

**Body Corporate and Homeowners Association Meetings**
- Trustee/ Director meeting attendance as required by individual buildings.
- Preparing the minutes of the meetings attended in according with the legislation.
- Updating changes to information resulting from AGM/ SGM eg levy increase, special levy

**Monthly Levy Run**
- Obtaining info (charges) to relevant persons for monthly levy statement run
- Oversee and Conduct the monthly statement run
- Approving snap shot and levy roll before live run for any new levy raised.
- Ensuring statement run occurred for each building in portfolio

**Monthly Report**
- Obtaining info for monthly financial reports
- Oversee monthly reporting process.
- Ensuring monthly reports (levy roll) are generated for each building in portfolio
- Reports to be checked and distributed by priority list

**Liaison**
- Communicating with owners directly and via Owners’ Letters on increases and all other matters when required.

**BC/ HOA Payroll Info**
- Registering the Body Corporates for UIF and Workmans Compesation when required.
- Assisting in obtaining statutory information for BC/ HOA from Trustees/ Directors
- Filing of all payroll statutory information.
- .Submitted the monthly / annual statutory returns for the Body Corporates (UIF).

**Collections**
- Attending to the debt collection of all buildings as per the building mandate.
- Handing over defaulting owners to external attorneys as per building mandate

**Legal [oversee role with the debt collector however must be able to perform this functions if necessary]**
- Updating the legal status of all owners under legal action.
- Preparing and finalizing all arrangements requested with feedback to attorneys.
- Updating the attorneys on all legal matters opened.
- Preparing and maintain a list of all legal matters opened.
- Charging the owners the legal fees by the attorneys.
- Preparing a reconciliation of legal fees charged and recovered.

**Bookkeeping**
- Loading of new creditors on system. [if necessary]
- Capturing of Invoices. [if necessary]
- Attending to all account queries in an appropriate and timeous manner.
- Escalating individual account queries and arrangements to Trustees/ Directors in an appropriate and timeous manner
- **Approval of Clearance Figures**
- **Overseeing the Insurance claims submitted and reconciled.**
- **Attending to the Preparation and submission of the Annual Audit**
- **General Duties**

**KNOWLEDGE, SKILLS AND ABILITIES**

A Portfolio Manager must have the following skills and abilities:

- Ability to establish and maintain effective working relationships with role players
- Knowledge of financial administration
- Ability to maintain a high level of accuracy
- Ability to meet deadlines and grasp the urgency of departmental activities
- Excellent interpersonal skills
- Effective verbal and listening communication skills
- Attention to detail and high level of accuracy
- Numeracy and data entry skills
- Ability to do complex calculations
- Effective organizational skills
- Effective written communication skills
- Computer literacy in MS Office
- Time and work management
- Stress management
- Ability to transfer skills
- Ability to delegate effectively
- Ability to multi task without losing focus

A Portfolio Manager must demonstrate the following personal attributes:

- Patience
- Be honest and trustworthy
- Demonstrate sound work ethics
- Be flexible
- Be deadline driven
- Be a completer/ finisher
- Be able to