Portfolio Assistant at Sandak Lewin Trust

About the job
SLT based in Cape Town City Centre is currently looking for an experienced Portfolio Assistant to join the team. This individual will support their team with all forms of administration support within a solid portfolio of well-respected clients.

Sandak-Lewin Property Trust (Pty) Ltd is committed to transformation and redressing of past inequalities. Our employment equity goals will be taken into account in our selection process. 

FINANCE

•     On-going daily/monthly finance - direction from PM
•     Attend to levy increases
•     Implement any required debits and credits on owner accounts
•     Implement any recoveries prior to invoice run
•     Deal with majority of levy queries telephonically and via email
•     Attend to reversal of interest
•     Advising trustees on budgets and adjusting budgets as per trustee requests prior to finalisation of budget
•     Dealing with internal staff with regards to debit order mandates, limit increases

INSURANCE

•     Liaise with clients re insurance claims
•     confirm claim is valid
•     assist owner in completing claim form
•     arrange for contractor/s to quote and carry out work
•     request insurance certificates from broker when needed
•     obtain quotes for insurance valuations and liaise with trustees on this matter
•     insurance premiums are paid annually or monthly
•     distribute relevant insurance information at time of AGM
•     attend to renewals
•     instruct broker and / or
•     get quotes from other brokers if trustees request so

STAFF

•     Assisting trustees with matters pertaining to BC employees
•     Ensure that the wages clerk is informed of BC employee salary, bonus, working hours, leave
•     Arranging for cleaning materials, uniforms, gardening tools etc
•     Obtain quotes for guards, guarding, cleaning and security companies if required
•     Liaising with trustees regarding contracts associated with the above
•     Dealing with the above companies regarding complaints and / or suggestions on behalf of the trustees

MAINTENANCE

•     Liaising with Trustees re building reports compiled by company staff after a site inspection, if requested
•     Arranging for independent building consultations if required
•     Obtaining specifications / quotes for redecoration of common property
•     Obtaining general maintenance quotations for common property for trustee approval
•     Advice on determining responsibility for maintenance issues (i.e. body corporate or owner)
•     Communicating with owners at trustee request requesting for maintenance work to be carried out by owner
•     Ensuring section renovations get done with alteration deposits and applications, if required as well as our guidance on any other documentation (plans) - as per PM instruction

ADMIN

•     Assist owners on an on-going basis with all levy queries / BC related queries
•     Updating owner / trustee info when required on company systems
•     Diary management for PM
•     Rules - assisting trustees with enforcing the rules at a BC
•     advise owners of fines, if instructed by trustees
•     Liaising with attorneys when registering rules
•     Supplying rules to new owners / agents / tenants if requested
•     Assist trustees with all aspects of the Sectional Title Act and rules
•     Obtain quotes for trustees if required for legal opinions re the above
•     On- going telephonic and email assistance to trustees, owners and agents
•     Periodical questionnaires to update owner / tenant details
•     Loading of new buildings
•     request relevant documentation from outgoing managing agent
•     using documentation to load building onto company systems
•     send opening balances to relevant account staff to load prior to invoice run
•     advice relevant staff member of the managing agent and post and petties fees to be loaded
•     send out take on documentation to all body corporate members, via email and post (if required)
•     dealing with attorneys re share transfers
•     Ensuring that the requirements of the Constitution are met

MEETINGS

•     Arrange AGM’s, SGM’s and Trustee Meetings
•     Source and confirm a meeting venue if required
•     Timeously combine the AGM pack and send out to trustees and owners with prior to the minimum day’s deadline
•     Prepare Agenda and documents if requested to do so by PM
•     Prepare AGM pack for meeting
•     Draw up attendance register
•     Draw up insurance schedule
•     Draw up front cover of meeting file
•     Add all agenda documentation in correct order
•     Within 7 days of meeting, minutes must have been compiled and circulated to all Trustees - assist PM to ensure this happens.
•     Once approval has been received minutes must be circulated to all owners
•     Ensure signed minutes from the previous meeting are pasted into the minute book
•     Ensure attendance register is pasted into minute book
•     Attend to any matters that were raised during the meeting that the PM asks you to attend to
•  

‘LAST BUT NOT LEAST’

    Continuous ongoing assistance and support to your PM

    Liaising and assisting staff that need assistance or get involved with various aspects of the portfolio

    Be prepared to deal with irate clients in a professional manner

General skills:

•  Experience working on your own towards a deadline.
•  Prioritisation skills
•  Strong administrative skills

Requirements:

•  Own transport a bonus
•  Sectional Title qualification/certification (preferred)
•  Proven client satisfaction is a must
•  Start date: Position available immediately
•  Salary highly negotiable