Portfolio Officer

SUMMARY:
Opportunity Available!! Our leading client in the Property Sector is looking to employ a Portfolio Officer to join their dynamic team in East London.

POSITION INFO:
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

• 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.

• Prepare and distribute a monthly report to Trustees.
• Distribute monthly management accounts to all BC and HOA within deadline date

• 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.”

• 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

• 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

• 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

• 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

• 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

• 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 / HOA’s as well as complex management 
• Experience in overseeing and management of staff