Portfolio Coordinator

Location: The Campus Bryanston (Hybrid)
- Salary: R20 000 - R30 000
- Bonus: Performance based
- Job Type: Permanent
- Sectors: Accounting, Admin, Finance
- Benefits: Pension

**PORTFOLIO COORDINATOR**:
Responsible for assisting and supporting the designated Portfolio Specialist (PS) to ensure the effective running of the portfolio.

**Responsibilities**:
**MEETINGS**:
Assist PS with drafting notices and ensuring all documents are ready in time for the PA to upload to the system
Provide PA with final sign-off prior to PA sending notices
Ensure PS receives all relevant information to update minutes books and the ANGOR System after meetings
Assist PS in completing Post AGM checklist before handing over to PA Team
Stand in for PS on an ad-hoc basis
Action items resulting from meetings, as requested by PS

**MAINTENANCE**:
Follow up with PA team wrt outstanding maintenance issues
Provide insight to PA team on maintenance responsibility (owner vs BC)
Escalating maintenance matters to PS where required

**OWNER LETTERS**:
Check accuracy and relevance of letters Provide PA team with final sign-off for sending

**RECORD KEEPING**:
Check that all information and documentation, as required by STSMA and related Acts, have been received from the PS
Upload/ send required documentation/ information as appropriate (eg new insurance schedule on AOL)
Follow up on any outstanding documentation/ information with PS or relevant party
Archive any hard copies as appropriate Confirm completion with PS

**CLEARANCE**:
Provide Clearance Sign-off in the absence of PS

**LIAISON**:
Assist PS with owner and Scheme Executive communication as required/ requested

**INSURANCE**:
Check that all Insurance Policies are current
Follow up on expired/ near expiring policies with PS
Confirm renewal of policies and upload documentation accordingly
Assist with facilitation of Insurance Claims in cooperation with PA and Insurance divisions

**PAYMENT PROCESS**:
Assist PS where required
Follow up on missing information from Contractors to ensure payment can be completed

**GENERAL**:
Assist PS with general administration where requested Assist FC and PA, as well as support divisions with queries,
especially in PS’ absence
Ensure AOL documentation is loaded correctly and that portal is kept current and up to date
Provide PA team with instruction where action/ input is required from them
Assist with completion of annual CSOS sub missions and new Scheme CSOS registrations
Assist PS in obtaining insurance evaluations and 10 year maintenance plan quotations
Assist PS in gathering information when taking on a new Scheme, including compilation of budget and registration information
Any task/ duty reasonably assigned by Management

**MINIMUM REQUIREMENTS**:
Must have completed a minimum of matric and related Paddock’s courses. A tertiary qualification relating to accounting/ financial management/ property management will be advantageous. Must have excellent command of business English as written and spoken language. Previous experience in the Sectional Title and HOA industry will be advantageous. Must have proven passion for industry and building relationships with clients, colleagues and stakeholders.

**KNOWLEDGE, SKILLS AND ABILITIES REQUIRED**:

- Ability to establish and maintain effective and professional working relationships with all role players
- Ability to strive for and maintain a high level of customer focus
- Ability to set and meet targets
- Excellent interpersonal and communication skills
- Effective verbal and listening skills
- Be numerate, have attention to detail and have the ability to work accurately under pressure
- MS Office with specific focus on Word, Excel and Teams
- Stress management
- Ability to display confidentiality, tact and discretion
- Troubleshooting and problem
- solving skills
- Ability to resolve conflict
- Must have sound work ethics, be trustworthy and honest
- Must be flexible and approachable

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