Managing Agent / Portfolio Manager
Location: Stellenbosch
Offer: R15 000, 00 – R18 000, 00 per month
Available: Immediate
Type: Permanent

Application Instruction:
CV and a professional cover photograph
Agency: Placement Dynamics

Key Performance Areas
• Financial Management
• Administrative Services
• Meeting Services
• Insurance Services
• Project Management
• Maintenance and Repair Services
• Legal and conflict resolution assistance
• Customer Service

Role description:
Financial management
Management of current and investment account at the bank
Collection of levies (accounts are sent out monthly)
Account payments of the board / association, e.g. electricity, garden maintenance, service and repairs, UIF, Tax, VAT etc.
Depositing all funds received in the governing body's own bank account.
Provide clearance certificates
Maintain Asset registers where applicable

Administrative Services
Keeping a complete set of accounting books - computerized.
Records of each owner's levy statements
Arranging annual accounting audits by the auditor of the board
Preparation of the annual budget for calculation of the charges
Setup and maintain employee contracts, statutory requirements, compensation and leave
Handling all correspondence
Secretarial services, e.g. sending letters to residents or owners, copies of house rules, etc.
Record keeping of minute books, rules, plans, and insurance policies etc.

Meeting Services
Arranging Trustee / Management Committee - and Annual General Meetings
See to proxies, nominations, agendas, etc. for the AGM
Attending meetings
Keep and distribution of all minutes
Assist and advise the trustees / management committee on the procedures regarding matters such as general meetings, special general meetings, quorums, proxies, decisions, voting rights, etc.

Project Management
Communication between the contractor and Board of Trustees or Executive Committee
Keeping record of the budget
Arrange for Quality Control
Monthly building inspection
Health & Safety

Maintenance and Repair Services
Receiving of all matters relating to maintenance of the building and common areas
Obtaining quotations for repairs and giving instructions to contractors for smaller repairs
Submission of quotations for larger repairs and improvements to the Board of Trustees and Executive Committee
Payment of contractors from the governing bodies own bank account after inspection of the work by the Board of Trustees or Executive Committee or place their proxy and payment is approved

Legal and conflict resolution assistance
Assist where conflict between trustees, owners, tenants, residents and their guests
Assist trustees in problem situations with research / studies and suggest solutions

Customer service and Communication
Place yourself in the customer's shoes and determine their expectations
Provide efficient and timeous service
Communicate at all times in a professional, friendly and helpful manner
Monthly reporting to trustees
Work with the trustees to ensure excellent sound management of the body corporate.

Skills Required
Communication Skills
Computer Literate
Proficient with Excel and Word
Pastel experience advantageous
Goal Orientated
Organised
Creative problem-solving skills
Time management

Experience and Qualifications
Preferably over the age of 35 years
A minimum of 8 years of work experience (Administrative & Financially)
Property management experience essential
Relevant Qualification would be an advantage

Knowledge required
Sectional Titles Act and Constitutions
Computer Packages
Bookkeeping
Meetings procedure
Building Maintenance

Personal characteristics
Maturity
Observant - showing attention to detail
Must be able to prioritise tasks
Good people skills
Good sense of judgement
Self Confidence with a positive attitude

Other requirements
Own transport (site visits)
Drivers Licence
Must be willing to work after hours and on Saturdays for meetings

Company culture
High pressure environment complex environment
Results driven
Integrity
Quality
Customer Service orientated (non-negotiable)

Please take note that initial correspondence will be via email

Correspondence will be entered into with short-listed candidates
If you have not received a reply within 1 week please consider your application unsuccessful