Junior Portfolio Manager

1. Employee must have their own transport for business purposes.

2. Attendance of meetings outside of normal business hours will be required. This includes but is not limited to Trustees/Directors meetings, AGMs and SGMs. These meetings can be in person or online.

3. Where required, arrange the relevant meetings and inform the Directors/Trustees and all other relevant parties accordingly.

4. Prepare all documentation timeously, using the applicable software, in respect of notices of all meetings. Ensure that all matters relevant to each of your schemes are addressed in the notice of the meeting. This will include, but not be limited to, the preparation of resolutions, attendance registers, and any other relevant documentation.

5. Arrange the venues for the various meetings, including the Eagle Blue boardroom, should this be required. If an outside venue is used ensure that, where applicable, the Directors/Trustees are informed of any charges for hire of such venues.

6. Record all meetings on the meeting boards, as well as on any other system introduced by the company. Ensure all departments are aware of the meetings.

7. At meetings ensure that quorum requirements are met before meetings proceed. Where necessary advise regarding STSM Act or the Companies Act requirements for reconvening meetings. Reconvened AGMs must be called within the required 7-day period per the STSM Act or Companies Act.

8. All times and regulations regarding the STSM Act or Companies Act must be adhered to.

9. Take minutes at meetings, prepare and send to Management for checking within 5 working days. Once returned from checking distribute immediately to the Trustees/Directors for approval. The minutes must be distributed to the owners within 7 working days of the meeting, where applicable. If for whatsoever reason the above time stipulations cannot be met, this must be discussed with Management.

10. Where required to do so, assist with managing the agenda for the meeting and ensure that those attending the meeting in question have no objection thereto.

11. Attend immediately to any matters arising from the meeting or noted in the minutes of those meetings not attended by an Eagle Blue representative.

12. Where required to do so obtain quotations on behalf of clients, liaise with contractors, notify contractors and others of outcome of quotes.

13. Where required, attend the building in person to meet with contractors, Trustees/Directors for matters relating to the scheme.

15. Assist the Trustees/Directors in drafting Conduct Rule amendments. Following approval of same at the AGM or SGM, ensure all relevant documents are submitted to CSOS by the Compliance Officer.

17. Keep up to date with any amendments to the various acts/rules, whether prescribed or scheme specific amendments. The company will ensure you attend all necessary training in this regard; however you will also need to familiarise yourself with the material.

18. Liaise with professionals (engineers, attorneys, land surveyors, quantity surveyors, estate agents etc.) regarding schemes within your designated portfolio and ensure these services are added to the monthly billing sheet.

19. Where required, attend meditation/conciliation/arbitration sessions in order to resolve problems where possible within a scheme whether between owners, Trustees/Directors, contractors, Body Corporate/HOA, etc. and ensure that these services are added to the monthly billing sheet.

20. With the assistance of management, advise Trustees/Directors of steps to be taken in terms of the relevant act/constitution/rules in order to ensure that actions taken are legally enforceable and keep all scheme records up to date in this regard.

21. Ensure proposed budgets are tabled timeously with Trustees/Directors and that these are circulated to owners where required.

22. Scrutinise all accounts/invoices received from service providers and ensure these are correct before forwarding to the Trustees/Directors for written authorisation.

23. Scrutinise monthly management reports for each scheme in your portfolio and ensure that these are sent to the Trustees/Directors along with all other monthly schedules/reports where relevant, such as municipal, legal collection reports and so on, by not later than the 10th of each month. If necessary, query any anomalies with the relevant department and have corrections done before sending out report and attachments.

24. Ensure that after the year-end, the accounts department sends the audit files to the auditors timeously so as to give time for financials to be returned and sent out with AGM notices. Ensure that the accounts department is aware of the order of priorities for the schemes in your portfolio.

25. Follow up with the accounts department on any queries relating to arrears, legal collections, etc. so as to ensure that overdue levies are collected on behalf of the schemes.

26. Ensure that you are familiar with the financial situation of the sch