Portfolio Officer

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
• 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

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