Description

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 Management
Paddocks UCT Sectional Title / HOA Management Course qualification
Registered with the EAAB holding a valid FFC advantageous
Work Experience:

Three years’ experience in managing Sectional Title Schemes / HOA’s as well as complex management
Experience in overseeing and management of staff
Key Performance Areas:

1)Operational requirements:

New Business

Prepare marketing plans and ensure implementation
Prepare, submit and pursue management proposals to ensure growth targets are met
Ensure the successful take-on of new properties under management
Relationship and Property Management

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.
Attend all relevant HOA and BC Meetings and execute instructions timeously from said meetings.
Assist with 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
Provide documents required for 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
Prepare levy clearance certificates and sign off on change of ownerships on WCU
Sign-off of invoices to submit to finance
Review 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 checks
Distribute monthly management accounts to all BC and HOA within deadline date
Ensure the effective management of properties in line with relevant legislation
Oversee and ensure entities are registered with CSOS and payments made.
Ensure any changes to legislation are rolled out and staff are aware of changes
Ensure 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/penalties
Effective property management of complexes ensuring complex wellness.
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.”
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 budget
Prepare budgets and authorize expenditure for the department
Analyse 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 requirements
Manage 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 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
Community Development

Manage Corporate Social Investment activities in line with OHHA’s mainstreaming plans
Engage with current volunteers involved in the CSI programs and attract new volunteers

2)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
3) Human Resources

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
Formulate and execute a Workplace Skills Plan in conjunction with the HR Department
Manage staff performance through the Company Performance Management program
Execute company EE plan, procedures and targets
Formulate and execute a Workplace Skills Plan in conjunction with the HR Department
Manage staff performance through the Company Performance Management program
4) 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

5) 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

Tagged as: Officer, Portfolio, SayPro