Portfolio Manager at HandPicked Recruitment

Job Overview

• HandPicked Recruitment is seeking an experienced and detail-oriented Portfolio Manager to manage a portfolio of sectional title schemes, homeowners’ associations (HOAs), and/or commercial properties. The successful candidate will be responsible for ensuring compliance, financial oversight, client satisfaction, and effective scheme management in line with South African property legislation.

Minimum Requirements

• NQF Level 4 Real Estate qualification (completed or in progress)
• Valid Fidelity Fund Certificate (FFC)
• Proven experience in sectional title and/or HOA portfolio management
• Strong knowledge of South African property legislation (STSMA, CSOS, Property Practitioners Act)
• Experience working with property management systems (e.g. WeConnectU, MRI, PropData)
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Valid driver’s license and own reliable transport

Key Responsibilities
Portfolio & Client Management

• Manage a portfolio of sectional title schemes, HOAs, or commercial properties
• Act as the primary liaison between trustees, owners, and service providers
• Provide professional guidance to trustees on governance, financial, and operational matters
• Build and maintain strong client relationships, ensuring service excellence

Meeting Management (Statutory Requirements)

• Attend and manage a minimum of six (6) statutory meetings per client per financial year
• Facilitate meetings including budget meetings, AGMs, and trustee meetings
• Prepare and distribute full meeting packs (agendas, financial reports, supporting documents)
• Chair or guide meetings in a professional and compliant manner
• Record accurate meeting minutes and ensure distribution within required timeframes
• Ensure implementation and tracking of all resolutions

Financial Oversight

• Review budgets, financial statements, and levy collections
• Assist trustees with budget preparation and approvals
• Monitor arrears and cash flow management
• Ensure correct allocation of income and expenses
• Liaise with accountants and auditors

Compliance & Governance

• Ensure compliance with applicable legislation, including:
• Sectional Titles Schemes Management Act (STSMA)
• CSOS requirements
• Property Practitioners Act
• Ensure agendas and minutes are circulated via the property management system
• Upload meeting minutes within prescribed legal timeframes
• Maintain and prepare audit files for each scheme
• Ensure all statutory submissions, insurance, and governance documentation are up to date
• Maintain accurate and compliant records for all schemes

System & Administrative Management

• Manage and maintain property management systems (e.g. WeConnectU, MRI, PropData)
• Ensure accurate capturing and updating of owner, trustee, supplier, and financial information
• Oversee billing, debit orders, and statement distribution
• Ensure alignment between management systems and banking platforms (e.g. Netcash)
• Generate reports for trustees and internal stakeholders
• Identify and resolve system discrepancies

Maintenance & Facilities Coordination

• Oversee maintenance and repair matters
• Obtain and evaluate quotations
• Appoint and manage contractors in line with procedures
• Conduct site inspections where required
• Ensure properties meet safety and operational compliance standards

Legal & Risk Management

• Assist with dispute resolution within schemes
• Liaise with attorneys on collections and legal matters
• Ensure enforcement of scheme rules
• Identify and mitigate operational and legal risks

Communication & Reporting

• Maintain clear and professional communication with all stakeholders
• Issue notices, updates, and correspondence
• Provide regular portfolio performance reports
• Ensure transparency and accountability at all times

Key Skills & Competencies

• Strong financial acumen and budgeting skills
• Excellent administrative and system management abilities
• Strong communication and interpersonal skills
• High level of attention to detail and organisational skills
• Ability to manage multiple schemes and deadlines effectively
• Problem-solving and conflict resolution skills
• Professionalism and client-focused approach

Advantageous

• Relevant qualification in Property Management, Finance, or Business
• Experience managing large or complex property portfolios