Portfolio Administrator

Location: The Campus Bryanston (Hybrid) / Western Cape (Hybrid)
- Salary: R18 000 to R23 000 cost to company
- Bonus: Performance based
- Job Type: Permanent
- Sectors: Accounting, Admin, Finance
- Benefits: Pension

The Portfolio Administrator reports to the Administrative Manager, and is responsible for administration and query resolution, as well as the record keeping, archiving and filing for these actions. These responsibilities include liaising with different stakeholders including owners, tenants, contractors, councils, colleagues and management.

**RESPONSIBILITIES**:
**MEETINGS**:

- Receiving meeting notification from Portfolio Specialist
- Completing a deed search to verify ownership within building
- Scheduling meeting and reminders on the system
- Updating minute books following a meeting
- Completing any actions from meeting
- sending out adjourned notice, distribution of minutes
- Scanning related and approved documents onto the Digital System, Server and ANGOR Online system
- Completing post-AGM checklist

**MAINTENANCE**:

- Receiving maintenance queries from owners/ trustees/ directors
- Obtaining maintenance quotes where applicable
- Obtaining approval from relevant stakeholders
- Instructing contractor to commence work as per quote and approval
- Following up on completion of job with contractor and relevant stakeholder
- Forwarding invoice to PS for payment where applicable

**INSURANCE**:

- Adhering to company policy and redirecting owner to AOL for the submission of an insurance claim
- Updating IASystem with the latest insurance policy and ensuring that cover and excess amounts are correct
- Obtaining Trustee/ Director approval where applicable on matters relating to common property
- Assist with obtaining quotations of relevant resultant damage claims

**RECORDKEEPING**:
Scanning documentation to system, PDrive and AOL
Updating and filing of minute books
Scheme maintenance: updating owner details on request

**MINIMUM QUALIFICATION**:
The applicant must have completed a minimum of Matric (Grade 12) and have an excellent command of English as written and spoken language.
Previous experience in the property industry, with specific reference to service delivery, will be advantageous.

**KNOWLEDGE, SKILLS AND ABILITIES**:
The applicant must have proficient knowledge in the following areas:

- Ability to establish and maintain effective working relationships with role players
- Knowledge of Sectional Titles Management Act - advantageous
- Ability to maintain a high level of accuracy
- Ability to meet turn-around times and grasp the effects and repercussions of his / her actions on other departments
- Ability to work under pressure

The applicant must demonstrate the following skills:

- Excellent interpersonal skills
- Effective verbal and listening communication skills
- Attention to detail and high level of accuracy
- Numeracy and data entry skills
- Effective organizational skills
- Effective written communication skills
- Reliability
- Computer literacy in MS Office
- Time and work management
- Stress management
- Confidentiality, tact and discretionThe applicant must demonstrate the following personal attributes:

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

**WORKING CONDITIONS**:
The applicant will be based in an open plan office or working remotely as per company specifications and schedules, and will be faced with constant interruptions from different role players.
There are expected turn
- around times within this position, which may cause the applicant stress. The applicant is further required to work accurately with a minimum tolerance for errors.
The applicant will be required to deal with a wide variety of personalities on various matters.

The above statements are intended to describe the general nature and level of work being performed by the applicant of this position. They are not intended to be an exhaustive list of all duties and responsibilities required of the position.