Sectional Title Portfolio Officer

SUMMARY:
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POSITION INFO:

KEY REQUIREMENTS:

• 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 PERFORMANCE AREAS

• 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.

• 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.

• 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)

• 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.

• 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)
• Legal and Compliance Management: Ensure adherence to the scheme’s rules and regulations and address non-compliance issues.

• Owner and Tenant Relations:

• Address owner/tenant concerns and complaints in a timely, professional manner.
• Communicate scheme rules and guidelines clearly and ensure enforcement.

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.

 

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