Administrator: Sectional Title

1 week ago

Pretoria, South Africa City Property Full time

**Job Purpose** To provide administrative support to the Portfolio Manager and Sectional Title Property Managers.

**Meetings and calendar coordination**

1. Proxies and nominations to be done timeously.
2. Enquire from Sectional Title Property Managers (STPM) whether they will attend the body corporate meetings.
3. Keep the STPM’s calendars up to date as meetings and building visits occur.
4. Saving minutes of meetings as received.
5. Discuss any major concerns of decisions made during the meeting with the Portfolio Manager.

**Customer Service**

1. Following up and assisting Portfolio Manager and tenant with queries - cases to be followed up daily and notes to be made on system.
2. Assisting Portfolio Manager with queries and liaise with Managing Agent.
3. Liaising with the various service providers to clear all meters once a tenant vacates.
4. Ensuring that parking is cancelled when the tenant has vacated.
5. Assisting with water queries - liaise with the various service providers to assist the tenant.
6. Handling all insurance claims - log the details and keep the Portfolio Manager informed of the progress.
7. Disseminating information from the Managing Agents to the tenants.
8. Issuing tenants with warning letters as and when received from the body corporate or managing agent. ensure that the conduct rules are CSOS stamped before loading a penalty fee.
9. Updating the master list should a there be a change in managing agent or a service provider change.
10. Ensuring that quality customer service is delivered to the tenant.
11. Create and maintain a schedule that monitor insurance claims, building insurance, AGM’s, building evaluations, fire equipment etc.
12. Assisting Levy Administrator when necessary.

**Filing**

1. Filing of building financials i.e., levy rolls, maintenance plans, capital projects, legal reports etc.
2. Updating of building files i.e., copy of AGM meeting minutes, insurance policies & schedules, body corporate rules, etc.

**Working conditions**:
Mostly office based. Limited travelling will be required.

**Qualifications & Experience**:
1. Matric qualification - Required
2. 2-3 years’ administrative experience in property administration - Required

**Skills & Knowledge Required**:
1. MS Office:
a. MS Word - Basic
b. MS Excel - Intermediate
c. MS Power Point - Basic
d. Outlook - Advanced
2. Knowledge of Sectional Titles Act

**Personal **Attributes**:
1. **Problem solving **- find solutions -when there are complicated diary issues and multiple attendees.
2. **Reality testing **- be objective.
3. **Impulse control **- resist or delay impulse to act impulsively.
4. **Flexibility **- adapting to a constantly changing environment.
5. **Stress tolerance - **coping with stressful situations.
6. **Independence** - be self-directed and be willing to ask questions and provide and receive input on the processes required to perform the assigned.
7. **Multitasking** - dealing with several activities at a time, enjoy being given new tasks.
8. **Persistence** - Not leaving things unfinished.
9. **Rule** **following** - adhere to rules and strictly follow work regulations.
10. **Attention to detail** - focus on details, strive for perfection and be well organized.

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