Property Portfolio Manager - Pretoria Verfied

R 13000 per month Pretoria, Gauteng Pretoria, Gauteng more than 14 days ago 11-09-2014 12:44:32 PM
09-10-2014 12:44:32 PM
The Portfolio Manager builds relationships with Body Corporates’ and Home Owners Association’s by ensuring that all meetings are conducted, minuted and actioned appropriately and in accordance with relevant legislation, that monthly financial information is distributed to clients accurately and timeously, payments of building creditors are made correctly and timeously within given parameters and monthly packs are compiled and distributed correctly and timeously in order of priority to clients. The Portfolio Manager oversees the Financial Control processes within his/her cell, and provides information for Financial Control processing. The Portfolio Manager will attend Trustee/ Director meetings, as well as AGM’s and SGM’s, chair and the Company's minute as appropriate, and take action resulting from these. T he Portfolio Manager is accountable for the budgeting and resultant financials of all buildings in his/ her portfolio, including payment of building creditors, monthly billing and financial reporting, and any queries arising. The Portfolio Manager is accountable for arranging all building maintenance as instructed and approved by Trustees/ Directors, and any queries arising.

RESPONSIBILITIES

BC/ HOA Meetings Trustee/ Director meeting attendance as required by individual buildings
Chairing and/ or taking minutes of Trustee/ Director meeting as required by individual buildings
Actioning items resulting from Trustee/ Directors meeting
Determine date, time and venue for AGM/ SGM according to legislation and Trustee/ Director availability
Oversee the scheduling of AGM/ SGM for BC and HOA in property cell within legislative framework
Preparing for AGM/ SGM: budget, special project quotes, quorum info, insurance schedule etc
Attending AGM/ SGM for all BC and HOA in property cell
Chairing and/ or taking minutes of AGM/ SGM as appropriate, and in accordance with relevant legislation
Actioning items resulting from AGM/ SGM
Complete post-AGM checklist
Updating changes to information resulting from AGM/
SGM eg levy increase, special levy
Monthly Levy Run Providing info to FC for monthly levy statement run
Oversee monthly statement run
Approving snap shot and levy roll before live run
Ensuring statement run occurred for each building in
portfolio
Monthly Report Providing info to FC for monthly financial reports
Oversee monthly reporting process
Approving monthly reports before sending to Trustees/Directors
Ensuring monthly reports are generated for each building in portfolio
Reports to be checked and distributed by priority list
Liaison Building and maintaining relationships with Trustees/Directors
Building and maintaining contractor relationships
Building and maintaining relationships with relevant councils and utility management companies
Communicating with owners directly and via Owners’ Letters
Constant feedback and communication with cell and caretakers/ estate managers
BC/ HOA Payroll Info Submitting BC/ HOA payroll input to Payroll Department by 15th monthly
Approving Remuneration List prior to pay run on 20th monthly
Oversee distribution of manual pay slips monthly
Assisting Payroll Department in obtaining statutory
information for BC/ HOA from Trustees/ Directors
Collections Handing over defaulting owners to DMS/ external attorneys as per building mandate
Managing accounts under transfer, arrangement or legal in collaboration with DMS where appropriate
Utilities Liaising with councils re billing statements, queries, payments etc
Building Contractors and Maintenance
Taking instruction from Trustees/ Directors and responding with appropriate action in cooperation with PSA
Escalating individual owner issues to Trustees/ Directors in an appropriate and timeous manner
Following up on outstanding maintenance matters in cooperation with PSA
Payment of creditors within given parameters
Loading of new creditors on system
Clearance Figures Confirming levy information for Clearance Figures
Insurance Updating Insurance Schedules for buildings in portfolio
Updating and renewal of insurance policies for buildings in portfolio
Facilitating insurance claims in cooperation with PSA and Insurance Clerk
Annual Audit Completing Annual Audit in cooperation with Tax and Audit
Specialist for all buildings in portfolio
Building Take-on and Handover
Obtaining new business
New building take-on confirmation
Confirm building hand-over to SFC
Skills Transfer Ensuring that that assigned new Portfolio Specialists are adequately skilled and trained on internal processes and intelliAcc system by transferring skills as per Skills
Transferring and Mentoring progress plan and checklists
Participating in the Skills Transfer and Mentoring
evaluation process for assigned new Portfolio Specialists
Providing input on whether new appointee is ready and able to take on his/ her own portfolio after probation and training period
General Duties Resolving all queries received in the cell in cooperation with FC and PSA
Spot checking of FC and PSA activity and function
Maintaining open channels of communication on the floor

MINIMUM QUALIFICATION

The incumbent must have completed a minimum of Grade 12/ Standard 10 (Matric) and
have an excellent command of English as written and spoken language.