Reference: 5692 LF

Job Description:

MEETINGS:
Managing diary (booking meetings)
Preparing documentation for AGM, Trust and Sectional Title meetings
Attending AGM, Trust and Sectional Title meetings and/or any other issues as requested by Trustees
Feedback regarding unfinished business to Trustees
Taking minutes at meetings.
Typing minutes of all meetings
Minutes of meetings sent to Trustees for concept approval
Send AGM minutes with concept approval by Trustees to owners
Tasks arising from meeting sent to all departments to action
Ensure that above actions are completed.
Keep minute books up to date (paste in signed minutes)
2) PAYMENTS:
Checking invoices ensuring all necessary information (according to procedure) appears on the invoice.
Approve payments on Sage Pay system.
Pay invoices on banking system.
Transfer funds from /to 32-day notice account and/or current account
Open and close banking account/s and/or changing banking details.
GENERAL OFFICE ADMINISTRATION
Link between owners / Trustees / Legal representatives etc (daily basis)
Cell to gate registrations (owners/ tenants)
Handle complaints (written) and give feedback to Trustees (as needed)
Send rules to CSOS – Community Schemes Ombud Service
Send AGM (new info) to CSOS.
Keep administrative/communication system up to date regarding Trustee resignations and appointments
Communicate changes to insurance policy with the insurers and handle any administration
Compile newsletters (if requested)
Registering new complexes on the system (take on sheets)
Capturing owners’ details of new complexes on Glovent
Keep Shared folders on server up to date
Assist other departments as needed
Overview to other departments:
Check the repairs and maintenance report (RMO)
Check that site inspections are booked for RMO
Check finance information (TB, AA, SAA ens.)
Ensure that finance / RMO reports are sent to Trustees

Qualifications:

Senior Certificate
Previous Property Administration and Managing Agent experience
Previous Portfolio Management experience
Computer literate