Overview:
Are you a skilled Portfolio Officer with a passion for property management? Our client, a leading company in the property sector, is looking for a dynamic and experienced individual to join their team.
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
Key Performance Areas:
1)Operational requirements:
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 and 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.
- Attend all relevant HOA and BC Meetings and execute instructions timeously from said meetings.
- 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
- Provide documents required for 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
- Prepare levy clearance certificates and sign off on change of ownerships on WCU
- 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
- Familiarise 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
- 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
