The Sectional Title Portfolio Officer is responsible for overseeing the effective administration and management of residential sectional title schemes and homeowners associations (HOAs) in accordance with the Sectional Title Management Act and other relevant legislation. This role requires exceptional administrative, and interpersonal skills to ensure compliance, transparency, and operational efficiency.
Key Responsibilities: 1. Scheme Administration :
- Ensure all schemes are compliant with the Sectional Title Management Act and other applicable laws.
- Maintain and update scheme-specific records, including financials, resolutions, minutes of meetings, and levy schedules, owner details and transfer transactions.
2. Meeting Management: - Schedule and coordinate regular trustee meetings, AGMs, and special general meetings
- Draft and distribute notices, agendas, and supporting documents in line with statutory timelines.
- Record accurate minutes of meetings and ensure resolutions are actioned promptly.
3. Budgeting and Financial Oversight: - Collaborate with trustees/boards to prepare annual budgets, ensuring alignment with scheme goals.
- Monitor levy collection, report on arrears, and oversee debt recovery processes in collaboration with legal teams and in house credit control department.
- Ensure proper processing of all scheme transactions (payments and income received)
4. Maintenance Coordination: - Oversee maintenance plans, including preventive maintenance and urgent repairs, ensuring compliance with legislative requirements
- Liaise with service providers, contractors, and insurers for competitive quotations and quality service delivery.
- Implement and track maintenance schedules and improvement projects.
5. Trustee/Board Liaison: - Provide guidance to trustees and board members on governance, legislative compliance, and decision-making.
- Address trustee/board queries and provide regular updates on scheme performance (monthly reporting)
6. Legal and Compliance Management :
- Ensure adherence to the schemes rules and regulations and address non-compliance issues.
- Stay updated on legislative amendments and advise trustees/boards accordingly.
7. Owner and Tenant Relations: - Address owner/tenant concerns and complaints in a timely, professional manner.
- Communicate scheme rules and guidelines clearly and ensure enforcement.
Key Performance Indicators (KPIs): Administrative Excellence: - Maintain accurate scheme records and support documentation.
- Ensure all meeting notices, agendas, and minutes are distributed within statutory timeframes.
- Achieve timely submission of audited financial statements for all schemes managed.
Compliance and Governance: - Ensure schemes adhere to the Sectional Title Management Act.
Operational Efficiency: - Achieve monthly billing and reporting deadlines
- Effective management of the schemes supplier payments.
- Effective performance measured by actuals vs budget on a monthly basis.
Qualifications and Experience: - Diploma or Degree in Property Management, Business Administration, or related field (advantageous).
- Experience in property or scheme management, with a strong ability to interpret legislation.
- Proficient in the use of Microsoft office suite.
- Prior use of property management systems (advantageous).
- Exceptional administrative and communication skills.
- Must have valid Driver's license and own vehicle
Core Competencies: - Knowledge of Sectional Title Management Act and related legislation.
- Strong administrative and organizational abilities.
- Excellent communication and interpersonal skills.
- High attention to detail and analytical thinking.
- Proactive problem-solving and decision-making skills.
- Ability to build and maintain professional relationships with stakeholders
Salary package : R23K CTC - negotiable
