Managing Agent

**1. Purpose**

To support Trustees of Sectional Title Schemes and Home Owners’ Association by ensuring a professional management of their property.

**2. Key Performance Areas**

1. Financial Management

2. Administrative Service

3. Meeting Procedures

4. Insurance Service

5. Project Management

6. Maintenance and Repair Service

7. Customer Service

**3. Full Description**

1. Financial Management

Control of current account as well as investment accounts at bank.

Collection of levy fees - arrears of levies in co-operation with attorneys where necessary. Accounts are sent out monthly.

Settlement of all account of the Body Corporate/HOA, e.g. electricity, garden service, maintenance and repairs, UIF, compensation fund, Tax, VAT, etc.

Allocate all funds received in the Body Corporate / HOA’s own bank account.

Provision of clearance certificates.

Maintaining Asset Registries where applicable.

2. Administrative Services

Keeping a complete set of computerized accounting books.

Records of each owner’s levy statements.

Arranging annual accounting audit with the auditor of the Body Corporate/ HOA.

Preparation of the annual budget for calculation of the levies.

Drafting and keeping track of employee contracts, statutory requirements, remuneration and leave.

Handling all correspondence of the Body Corporate / HOA.

Various secretarial service, e.g. sending letters to residents or owners, copies of house rules, etc.

Record keeping of minutes books, rules, plans, insurance policies, etc.

3. Meeting procedures

Rule of trustee/management committee and Annual General Meetings.

Powers of attorney, nominations, agendas etc for the AGM.

Attending meetings.

Keep and send out all minutes.

Assist and advise the trustees/management committee on procedures regarding such matters as general meetings, special general meetings, quorums, powers of attorney, resolutions, voting rights, etc.

4. Insurance Service

Assist the Board of Trustees in determining replacement values for insurance purposes and arrangement for appraisals, when necessary.

Obtaining quotes for best available premiums.

The arrangement for insurance of building and improvements and any other insurance that the Body Corporate may require.

Handling all insurance claims.

5. Project Management

Communication between the contractor and Board of Trustees or Management Committee.

Keep record of budgeting.

Arrange quality control.

Monthly building inspection.

Health & Safety

6. Maintenance & Repair Service

Record keeping of all matters relating to maintenance of the building and common area.

Collecting quotes for repairs and giving orders to contractors for smaller repairs.

Submission of quotations for larger repairs and improvements to the Board of Trustees and Management Committee.

Payment of contractors from the Body Corporate’s own bank account after inspection of the work by the Board of Trustees or Management Committee or their proxy has taken place and payment has been approved.

7. Legal & Conflict Resolution Assistance

Provide assistance where conflict arises between trustees, owners, tenants, residents and their guests within the Act as well as with the assistance of NAMA.

Assist Trustees with extraordinary or problem situations with research/investigation to propose solutions.

8. Costumer Service & Communication

Put your self in the client’s shoes and determine his expectations.

Provide efficient and timely service.

Communicate professionally, friendly and helpful at all times.

Monthly reporting to Trustees.

Work with Trustees on all actions to ensure excellent service.

**4. Job Specification**

**Skills**

Communication ability

Computer literacy

Proven proficiency in MS Office (Word & Excel)

Any accountant packages

Goal-driven

Organized work

Creative problem solving ability

Time management

**Experience & qualifications**

Minimum 8 years work experience

Administratively & Financial

Graduate qualification advantageous

Real estate experience recommended

**Knowledge**

Sectional Titles Act & Constitutions

Computer packages

Bookkeeping

Meeting procedure

Maintenance o buildings advantageously

**Personal qualities**

Maturity

Attentive to fine details

Knowledge of importance/urgency

Good human relations

Above average judgement

Self-confidence, good self-esteem

Positive attitude - continuous

**Other**

Own transport (premises visited)

Driver’s licence

**Company culture**

High pressure environment

Complex environment

Result driven

Integrity

Quality

Customer service oriented - non-negotiable

Pay: R25,000.00 - R30,000.00 per month