Property Portfolio Manager

SPECIFICATION

A property portfolio manager is in charge of asset allocation, risk adjustment, transaction supervision and the execution of asset strategy. The role involves being able to optimize the value of different properties through a combination of high-class transaction and management execution.

Responsibilities

• Arranging for insurance policies for all assets, including buildings and improvements on the common area.
• Handling of insurance claims in respect of these insurance policies.
• Assisting and advising the Board of Trustees on the enforcement of the Sectional Title Act, Constitution, Management and Conduct Rules.
• Assisting and advising the Board of Trustees on the maintenance of the common property. 
• Negotiating on behalf of the Board of Trustees with – professionals, firms or organizations for the drafting of specifications in respect of any work or function to be undertaken on behalf of the Body Corporate
• Verification and payment of all amounts payable
• Submit the relevant documentation to the Ombud
• Attend to dispute resolution with the Ombud as representative of the Body Corporate or Home Owners Association.
• Issue of clearance certificates (Levy Clearance certificate, Consent to mortgage, Insurance Certificate) 
• Attend an onsite check per building every 6 months. 
• Preparations of Budgets and management accounts
• Arranging and attending the Annual General Meeting and other meeting of Trustees
• Attending to agendas, proxies, voting slips, nominations, drafting and typing of meeting minutes.
• Assisting and advising the Board of Trustees on the procedural matters such as annual general meetings, special general meetings, quorums, proxies, resolutions, voting rights and related matters.
• Preparing and dispatching of all notices to members.
• Compilation, typing and distribution of circulars and/or newsletters
• Informing trustees of latest developments in legislation
• Adherence, compliance and ensure up to date with all Regulatory rules and regulations as well as conduct and management rules.
• Implement systems and procedures to manage risks, reduce costs and ensure quality.
• Compile, negotiate and maintain service level agreements with the suppliers.
• General supervision to ensure compliance with aesthetic and architectural guidelines (Signage, facades, etc.)
• General supervision to ensure top performance of soft service providers (Security, Cleaning, Hygiene, Landscaping, Parking Management, Waste Management, Pest control, CCTV etc.)
• General supervision of technical services (Aircon and Ventilation Systems, Lifts, Generators, Fire Prevention and Protection, etc.)
• General supervision of and upkeep of hard surface areas (Roads and Pavements, manholes, street lights, water pipes, parking areas)
• Storing and maintaining building and reticulation plans.
• Basic understanding of preparation of an annual estimate of income and expenditure for submission to the Board of Trustees and members for approval of the budget and determination of levies for the ensuing year.
• Basic understanding of keeping detailed records of the administrative matters of the Body Corporate, including proper accounting records in terms of normal accounting practice and principles.
• Basic understanding of Preparation of monthly unaudited income and expenditure accounts (invoice basis).
• Basic understanding of Preparation of financial records to Trail Balance.
• Basic understanding of arranging the annual audit with the independent auditor of the Body Corporate and on completion arranging for distribution of the audited statements to members of the Body Corporate

Qualifications

• Degree in property studies advantageous
• Sectional Title / Home Owner’s Course advantageous
• Experience as a property manager
• Knowledge of Sectional Title Act and workings of a body corporate / home owner’s association
• Knowledge of Health & Safety Act
• Project management experience.
• Basic financial knowledge
• Solid knowledge of property management
• Experience in dealing with owners and tenants and reporting to a board of trustees
• Computer literate (Excel/Word/PowerPoint)
• Excellent communication skills especially with regard to writing letters and notices
• Proven organizational and administration skills
• Able to perform under pressure
• Customer service orientated
• Clear health record
• Clear credit record
• No criminal record
• Own transport