Portfolio Officer

Staff Solutions Recruitment • Other • East london, South Africa • 2d ago

Job Description:

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.
Attend to any action items coming out of complex meetings.
Assist with the signing of debit order forms and levy recoveries
Attend to 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 for processing and payment
Prepare for and run billing raising utility charges where required
Oversee the management of utility accounts and any related tasks for complexes under management
Undertake credit control within complexes under management and manage the handover process. Annual budgets compiled timeously, and approval process carried out
Preparing relevant documents for AFS
Adequate insurance cover in place.
Insurance claims submitted.\
Levy clearance certificates issued.
Invoices signed off for processing and payment
Monthly billing run and statements sent to owners.
Utility accounts managed effectively.
Effective credit control.

Review monthly results and ensure regular and
accurate reporting to all relevant stakeholders / Trustees.

Effective property management of complexes
ensuring complex wellness:

Regular site visits and management of SLAs
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."

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
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

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

Human Resources:

Familiarise yourself with and, at all times, act in accordance with the companys policies and procedures
Promote diversity, equal opportunity and fair treatment in the workplace
Ensure consistent adherence to & application of the companys disciplinary code, grievance procedures and relevant legislation
Execute company EE plan, procedures and targets

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

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

Job Requirements:

Diploma or Degree in Management
Paddocks UCT Sectional Title /
HOA Management Course qualification
Registered with the EAAB holding a valid FFC advantageous
Three years experience in managing Sectional Title Schemes / HOAs as well as complex management
Experience in overseeing and management of staff