Community Scheme Manager

4 months ago

Port Elizabeth, South Africa Top Vitae Recruitment Full time

Portfolio Manager Duties:

  • Arrange opening of Investment and current bank accounts for Schemes
  • Transfer of funds between Trust and Investment accounts
  • Arrange regular insurance valuations of schemes
  • Ensuring insurance premiums are paid to date and insurance claims management
  • Ensuring timeous payments of service providers / contractors / municipal accounts for schemes
  • Advising of Sectional Title and HOA matters, supporting and guiding the Trustees
  • Regular complex inspections
  • Assisting Trustees with maintenance related matters e.g. obtaining of quotations / reports
  • Managing annual fire equipment services and ensure required compliance certificates in place
  • Review and awareness of sale of units and transfers within the portfolio
  • Ensuring levies are charged in line with the approved budgets
  • Ensure schemes spend in line with their approved budgets
  • Review monthly debtors to ensure cash flow and liaise with debt collector regarding actions to be taken, where need be
  • Ensure resolutions are signed
  • Ensuring employees sign contracts of employment and provide relevant payroll supporting documents
  • Management of staff loans, leave and authorization of wages / salary reports, with the assistance of the Administrator
  • Making documents available to relevant parties (estate agents, lawyers, owners, banks)
  • Archive and filing management, email and document management
  • Attending and minuting General Meetings and Trustee Meetings
  • Drafting notices, circulars and letters
  • Budget preparations (ensure approved budgets are loaded timeously) and attend to levy increase letters to owners & new budget resolution to be signed by Trustees
  • Review monthly community reports and distribution to Trustees
  • Review of draft financial statements
  • Management of complex loans and recovery of same via special levies
  • Ensuring complexes are registered for Tax in line with SARS requirements and annual submissions are done timeously
  • Facilitating collection procedures and reporting to Trustees, debtors and cash management
  • Drafting, with the assistance of the Bookkeeper, annual scheme budgets for the Trustees’ consideration
  • Availability over WhatsApp
  • Assistance in preparing and updating the 10-year maintenance plan
  • Assistance with rule creation and registration at CSOS
  • Attend to the take-on of new schemes and related functions
  • Represent the Trustees at CSOS disputes, where requested

 

Additional duties:

  • Opening of bank accounts (current & investment) for new schemes taken on
  • Opening of Netcash account for new schemes taken on
  • Loading of debit order batch for monthly levy payments by clients
  • Daily authorizing of payments
  • Loading of monthly CSM staff salaries & distribution of staff pay slips
  • Attending to loading & authorizing of CSM & CS department invoices
  • Drafting of management agreement – for new clients and renewals
  • Doing proposals for potential new clients / meet with potential new clients
  • Marketing to bring on new schemes

 

Please consider your application unsuccessful if you have not received a response within two weeks of applying

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