Portfolio Specialist at ANGOR Property Specialists (Pty) Ltd

RESPONSIBILITIES

SCHEME MEETINGS

• Scheme Executive meeting attendance in person or remotely as required by individual buildings
• Chairing and/or taking minutes of Scheme Executive meetings as required by individual buildings
• Actioning items resulting from the Scheme Executive meeting
• Determine date, time and venue for AGM/SGM according to legislation and Scheme Executive availability
• Oversee the scheduling of AGM/SGM for the Scheme in the property cell within legislative framework
• Preparing for AGM/ SGM: budget, special project quotes, quorum info, insurance schedule etc
• Attending AGM/ SGM remotely or in person for all Schemes in the property cell
• Chairing and/ or taking minutes of AGM/SGM as appropriate, and in accordance with relevant legislation
• Actioning items resulting from AGM/SGM
• Complete post-AGM checklist
• Updating changes to information resulting from AGM/SGM eg levy increase, special levy

MONTHLY LEVY RUN

• Providing info to Financial Controller for monthly levy statement run
• Oversee monthly statement run
• Approving snapshot and levy roll before live run
• Ensuring statement run occurred for each Scheme in the portfolio

MONTHLY REPORT

• Providing info to Financial Controller for monthly financial reports
• Oversee monthly reporting process
• Approving monthly reports before sending them to Scheme Executives
• Ensuring monthly reports are generated for each Scheme in the portfolio
• Reports to be checked and distributed by priority list

LIAISON

• Building and maintaining relationships with Scheme Executives
• Building and maintaining contractor relationships
• Building and maintaining relationships with relevant councils and utility management companies
• Communicating with owners directly and via Owners’ Letters
• Constant feedback and communication with financial controllers, support teams and caretakers/estate managers

SCHEME PAYROLL INFO

• Submitting Scheme payroll input to Payroll Department by 15th monthly
• Approving Remuneration List prior to pay run on 20th monthly
• Oversee distribution of manual pay slips monthly
• Assisting Payroll Department in obtaining statutory information for BC/HOA from Scheme Executives

COLLECTIONS

• Handing over defaulting owners to DMS/external attorneys as per building mandate
• Managing accounts under transfer, arrangement or legal in collaboration with DMS where appropriate

UTILITIES

• Liaising with councils regarding billing statements, queries, payments etc
• Advising Scheme Executives on external utility specialists where appropriate

BUILDING CONTRACTORS AND MAINTENANCE

• Taking instruction from Scheme Executives and responding with appropriate action in cooperation with Administrative Team
• Escalating individual owner issues to Scheme Executives in an appropriate and timely manner
• Following up on outstanding maintenance matters in cooperation with Administrative Team
• Payment of creditors within given parameters
• Loading of new creditors on the system

CLEARANCE FIGURES
Confirming levy information for Clearance Figures

INSURANCE

• Updating Insurance Schedules for Schemes in the portfolio
• Updating and renewal of insurance policies for Schemes in the portfolio

MINIMUM QUALIFICATION

• The applicant must have completed a minimum of Grade 12/ Standard 10 (Matric) and have an excellent command of English as a written and spoken language.
• Paddock’s Sectional Title and Home Owners Association Certificate Courses recommended.
• A relevant Financial Qualification will be advantageous.
• Previous bookkeeping/ accounting experience, specifically in the property industry, will be advantageous.
• Knowledge of bookkeeping/accounting practices and generally accepted accounting principles are recommended. Knowledge of the Sectional Titles Act is advised.

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 financial administration
• Ability to maintain a high level of accuracy
• Ability to meet deadlines and grasp the urgency of departmental activities
• 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
• Ability to do complex calculations
• Effective organizational skills
• Effective written communication skills
• Computer literacy in MS Office
• Time and work management
• Stress management
• Ability to transfer skills
• Ability to delegate effectively
• Ability to multi-task without losing focus
• The applicant must demonstrate the following personal attributes:
• Patience
• Be honest and trustworthy
• Demonstrate sound work ethics
• Be flexible
• Be deadline driven
• Be a completer/ finisher
• Be able to work independently
• Have strict planning, organization and execution skills
• Ability to deal effectively with change
• Problem analysis and solving