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 ManagementPaddocks UCT Sectional Title / HOA Management Course qualificationRegistered with the EAAB holding a valid FFC advantageous Work Experience: Three years' experience in managing Sectional Title Schemes / HOA's as well as complex managementExperience in overseeing and management of staff Key Performance Areas: 1)Operational requirements: New BusinessPrepare marketing plans and ensure implementationPrepare, submit and pursue management proposals to ensure growth targets are metEnsure the successful take-on of new properties under managementRelationship and Property ManagementEnsure 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 serviceEnsure the efficient and effective administration and management of related processesPrepare annual budgets for all HOA and BCProvide documents required for the preparation of the Annual Financial Statements for all HOA and BCEnsure adequate property insurance in place and oversee the submission and management of insurance claimsPrepare levy clearance certificates and sign off on change of ownerships on WCUSign-off of invoices to submit to financeReview 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 checksDistribute monthly management accounts to all BC and HOA within deadline dateEnsure the effective management of properties in line with relevant legislationOversee and ensure entities are registered with CSOS and payments made.Ensure any changes to legislation are rolled out and staff are aware of changesEnsure 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/penaltiesEffective property management of complexes ensuring complex wellness.Regular site visits and management of SLA'sOversee the appointment and performance of service providers.Ensure expenditure in line with budgetOversee the management of ad-hoc service providers.Oversee that maintenance issues are recorded, and works-orders openedEnsure expenditure of work orders issued are in line with budgets.Oversee complex upkeepCyclic 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 budgetPrepare budgets and authorize expenditure for the departmentAnalyse 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 requirementsManage 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 requestedCarry 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 deliveryCommunity DevelopmentManage Corporate Social Investment activities in line with OHHA's mainstreaming plansEngage with current volunteers involved in the CSI programs and attract new volunteers 2)FinancialEnsure effective cost saving and waste eliminationAssist with setting Annual Budgets and Quarterly Forecasts for the companyMeet output requirements, while containing expenditureEnsure control and approval of expenses in accordance with the company approvals framework3) Human ResourcesFamiliarise yourself with and, at all times, act in accordance with the company's policies and proceduresPromote diversity, equal opportunity and fair treatment in the workplaceEnsure consistent adherence to & application of the company's disciplinary code, grievance procedures and relevant legislationExecute company EE plan, procedures and targetsFormulate and execute a Workplace Skills Plan in conjunction with the HR DepartmentManage staff performance through the Company Performance Management programExecute company EE plan, procedures and targetsFormulate and execute a Workplace Skills Plan in conjunction with the HR DepartmentManage staff performance through the Company Performance Management program4) Quality ComplianceComply with Quality requirements as outlined by the company Procedures and Written Instructions in all tasks and activitiesEnsure that the required procedures and Quality standards are adhered toEnsure high quality standards of work are adhered to at all timesComplete all documentation timeously and accurately 5) Safety, Health & EnvironmentalCarry out any duty or requirement imposed on the company by the OHS ActEnsure that the requirements of the OHS Act are complied with by every person under your supervisionEnsure that reasonably practicable steps are taken to identify, manage or eliminate any hazards or potential hazards to the safety or health of employeesReport any unsafe or unhealthy situations to the Managing Director