Portfolio Administrator - Bryanston at ANGOR Property Specialists (Pty) Ltd

The Portfolio Administrator reports to the Administrative Manager, and is responsible for administration and query resolution, as well as the record keeping, archiving and filing for these actions. These responsibilities include liaising with different stakeholders including owners, tenants, contractors, councils, colleagues and management.

RESPONSIBILITIES

MEETINGS

• Receiving meeting notification from Portfolio Specialist
• Completing a deed search to verify ownership within building
• Scheduling meeting and reminders on the system
• Updating minute books following a meeting
• Completing any actions from meeting- sending out adjourned notice, distribution of minutes
• Scanning related and approved documents onto the Digital System, Server and ANGOR Online system
• Completing post-AGM checklist

MAINTENANCE

• Receiving maintenance queries from owners/ trustees/ directors
• Obtaining maintenance quotes where applicable
• Obtaining approval from relevant stakeholders
• Instructing contractor to commence work as per quote and approval
• Following up on completion of job with contractor and relevant stakeholder
• Forwarding invoice to PS for payment where applicable

INSURANCE

• Adhering to company policy and redirecting owner to AOL for the submission of an insurance claim
• Updating IASystem with the latest insurance policy and ensuring that cover and excess amounts are correct
• Obtaining Trustee/ Director approval where applicable on matters relating to common property
• Assist with obtaining quotations of relevant resultant damage claims

RECORDKEEPING

• Scanning documentation to system, PDrive and AOL
• Updating and filing of minute books
• Scheme maintenance: updating owner details on request

MINIMUM QUALIFICATION

• The applicant must have completed a minimum of Matric (Grade 12) and have an excellent command of English as written and spoken language.
• Previous experience in the property industry, with specific reference to service delivery, will be advantageous.

KNOWLEDGE, SKILLS AND ABILITIES

• The applicant must have proficient knowledge in the following areas:
• Ability to establish and maintain effective working relationships with role players
• Knowledge of Sectional Titles Management Act – advantageous
• Ability to maintain a high level of accuracy
• Ability to meet turn-around times and grasp the effects and repercussions of his / her actions on other departments
• Ability to work under pressure
• The applicant must demonstrate the following skills:
• Excellent interpersonal skills
• Effective verbal and listening communication skills
• Attention to detail and high level of accuracy
• Numeracy and data entry skills
• Effective organizational skills
• Effective written communication skills
• Reliability
• Computer literacy in MS Office
• Time and work management
• Stress management
• Confidentiality, tact and discretionThe applicant must demonstrate the following personal attributes:
• Be honest and trustworthy
• Demonstrate sound work ethics
• Be flexible
• Be deadline driven
• Be a completer/ finisher
• Be able to work independently
• Quick learner