Portfolio Coordinator / Junior Portfolio Specialist - Bryanston at ANGOR Property Specialists (Pty) Ltd

Responsibilities

MEETINGS

• Assist PS with drafting notices and ensuring all documents are ready in time for the PA to upload to the system
• Provide PA with final sign-off prior to PA sending notices
• Ensure PS receives all relevant information to update minutes books and the ANGOR System after meetings
• Assist PS in completing Post AGM checklist before handing over to PA Team
• Stand in for PS on an ad-hoc basis
• Action items resulting from meetings, as requested by PS

MAINTENANCE

• Follow up with PA team wrt outstanding maintenance issues
• Provide insight to PA team on maintenance responsibility (owner vs BC)
• Escalating maintenance matters to PS where required

OWNER LETTERS

• Check accuracy and relevance of letters Provide PA team with final sign-off for sending

RECORD KEEPING

• Check that all information and documentation, as required by STSMA and related Acts, have been received from the PS
• Upload/ send required documentation/ information as appropriate (eg new insurance schedule on AOL)
• Follow up on any outstanding documentation/ information with PS or relevant party
• Archive any hard copies as appropriate Confirm completion with PS

CLEARANCE

• Provide Clearance Sign-off in the absence of PS

LIAISON

• Assist PS with owner and Scheme Executive communication as required/ requested

INSURANCE

• Check that all Insurance Policies are current
• Follow up on expired/ near expiring policies with PS
• Confirm renewal of policies and upload documentation accordingly
• Assist with facilitation of Insurance Claims in cooperation with PA and Insurance divisions

PAYMENT PROCESS

• Assist PS where required
• Follow up on missing information from Contractors to ensure payment can be completed

GENERAL

• Assist PS with general administration where requested Assist FC and PA, as well as support divisions with queries,
• especially in PS’ absence
• Ensure AOL documentation is loaded correctly and that portal is kept current and up to date
• Provide PA team with instruction where action/ input is required from them
• Assist with completion of annual CSOS sub missions and new Scheme CSOS registrations
• Assist PS in obtaining insurance evaluations and 10 year maintenance plan quotations
• Assist PS in gathering information when taking on a new Scheme, including compilation of budget and registration information
• Any task/ duty reasonably assigned by Management

MINIMUM REQUIREMENTS

• Must have completed a minimum of matric and related Paddock’s courses.
• A tertiary qualification relating to accounting/ financial management/ property management will be advantageous.
• Must have excellent command of business English as written and spoken language.
• Previous experience in the Sectional Title and HOA industry will be advantageous.
• Must have proven passion for industry and building relationships with clients, colleagues and stakeholders.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Ability to establish and maintain effective and professional working relationships with all role players
• Ability to strive for and maintain a high level of customer focus
• Ability to set and meet targets
• Excellent interpersonal and communication skills
• Effective verbal and listening skills
• Be numerate, have attention to detail and have the ability to work accurately under pressure
• MS Office with specific focus on Word, Excel and Teams
• Stress management
• Ability to display confidentiality, tact and discretion
• Troubleshooting and problem- solving skills
• Ability to resolve conflict
• Must have sound work ethics, be trustworthy and honest
• Must be flexible and approachable