EDUCATIONAL REQUIREMENTS :
- Diploma or Degree in Management
- Paddocks UCT Sectional Title / HOA Management Course qualification
- Registered with the EAAB holding a valid FFC advantageous
WORK EXPERIENCE :
- Three years’ experience in managing Sectional Title Schemes / HOA’s as well as complex management
- Experience in overseeing and management of staff
SKILLS & ATTRIBUTES :
- Planning skills
- Problem solving & analytical skills
- Accuracy & Strategy planning
- Excellent communication skills
- Excellent eye for detail
- Logical thinking & information seeking
- Self-development orientation
- Cultural sensitivity
- Service orientation
- Excellent people skills
- Computer Literacy in MS Office Suite
KEY PERFORMANCE AREAS :
1. Operational requirements
- Execute daily tasks and work instructions according
to relevant Procedures
NEW BUSINESS
- Prepare marketing plans and ensure implementation
- Prepare, submit and pursue management proposals to ensure growth targets are met
- Ensure the successful take-on of new properties under management
RELATIONSHIP & PROPERTY MANAGEMENT
- Ensure the efficient and effective administration and management of owner and Trustees relationships
- Ensure all records are kept up to date including owners’ details, Management Agreements, minute books, fire certificate renewals, insurance policies etc.
- Arrange, attend, minute all relevant HOA and BC Meetings and execute instructions and distribute minutes timeously from said meetings.
- Assist with the signing of debit order forms and levy recoveries
- Assist with owner queries providing an efficient service
Ensure the efficient and effective administration and management of related processes
- Prepare annual budgets for all HOA and BC
- Assist with the preparation of the Annual Financial Statements for all HOA and BC
- Ensure adequate property insurance in place and oversee the submission and management of insurance claims
- Oversee the preparation of levy clearance certificates and sign off on change of ownerships on MDA
- Sign-off of invoices to submit to finance
Review monthly results and ensure regular and accurate reporting to all relevant stakeholders / Trustees
- Prepare and distribute a monthly report to Trustees.
- Prepare and sign-off of pre-billing checks
- Distribute monthly management accounts to all BC and HOA within deadline date
Ensure the effective management of properties in line with relevant legislation
- Oversee and ensure entities are registered with CSOS and payments made.
- Ensure any changes to legislation are rolled out and staff are aware of changes
- Ensure OHPM is compliant with relevant legislation and ensure EAAB annual renewals are attended to.
- Oversee the management and enforcement of house and conduct rules and issuing of fines/penalties
Effective property management of complexes ensuring complex wellness
- Regular site visits and management of SLA’s
- Oversee the appointment and performance of service providers.
- Ensure expenditure in line with budget
- Oversee the management of ad-hoc service providers.
- Oversee that maintenance issues are recorded, and works-orders opened
- Ensure expenditure of work orders issued are in line with budgets
- Oversee complex upkeep
- Cyclic complex visits and report on “wellness.”
REPORT WRITING
- Review monthly business unit results and ensure regular and accurate reporting
- Revenue variance report compiled on a monthly basis
- Collate feedback from staff and formulate a monthly progress report, including statistics over a period of time.
FINANCIAL & RISK MANAGEMENT
- Oversee municipal related processes, comparing charges to the budget
- Prepare budgets and authorize expenditure for the department
- Analyse and formulate responses to all risks associated with the region
STAFF MANAGEMENT
- Oversee and manage staff and resource functions with regards to daily activities and requirements
- Manage staff’s work allocation, performance and development in line with company policies and procedures
- Ensure that the Portfolio Administrator & Facilities Coordinator conducts an analysis of processes carried out and feedback received on a monthly basis.
- Perform all duties, within your vocational abilities,
as requested - Carry out any other ad hoc duties as and when required by management
- Liaise with different personnel, as is required, to prevent delays and on-time delivery
COMMUNITY DEVELOPMENT
- Manage Corporate Social Investment activities in line with OHHA’s mainstreaming plans
- Engage with current volunteers involved in the CSI programs and attract new volunteers
2. Financial
- Ensure effective cost saving and waste elimination
- Assist with setting Annual Budgets and Quarterly
- Forecasts for the company
- Meet output requirements, while containing expenditure
- Ensure control and approval of expenses in accordance with the company approvals framework
3. Human Resources
- Familiarize yourself with and, at all times, act in accordance with the company’s policies and procedures
- Promote diversity, equal opportunity and fair treatment in the workplace
- Ensure consistent adherence to & application of the company’s disciplinary code, grievance procedures and relevant legislation
- Execute company EE plan, procedures and targets
- Formulate and execute a Workplace Skills Plan in conjunction with the HR Department
- Manage staff performance through the Company Performance Management program
4. Quality Compliance
- Comply with Quality requirements as outlined by the company Procedures and Written Instructions in all tasks and activities
- Ensure that the required procedures and Quality standards are adhered to
- Ensure high quality standards of work are adhered to at all times
- Complete all documentation timeously and accurately
5. Safety, Health & Environmental
- Carry out any duty or requirement imposed on the company by the OHS Act
- Ensure that the requirements of the OHS Act are complied with by every person under your supervision
- Ensure that reasonably practicable steps are taken to identify, manage or eliminate any hazards or potential hazards to the safety or health of employees
- Report any unsafe or unhealthy situations to the Managing Director
