Job Opportunities at Trafalgar Property and Financial Services

Minimum experience required:-

• Matric.
• Three-years full-time office administrative experience in a residential building environment.
• Good communication skills.

 Responsibilities include:

• Clear criminal record.
• Carry out various multiple administrative tasks as directed by the building Manager, Trustees & Supervisors.
• Ensure that the building policies and admin procedures and rules are consistently applied to the required standards.
• Attend to office and management duties and assist the manager with other office duties.
• Communicate with all other staff.
• Report all complaints to the building manager and Supervisors.
• Assist the building manager to Implement O.H.S Act.
• Ensure Health and Safety regulations are adhered to.
• Contact the Building Manager or Supervisors in case of any emergencies.
• Ensure all parking bays and storeroom rentals have been debited each month.
• Do a reconciliation of the above by checking the monthly financial statements against the list of owners
• Obtain quotations from contractors.
• Assist residents with queries
• Submit any staff related matters.
• Recording and typing of meeting minutes
• Responsible for all lift related matters
• Responsible for all human resource related matters.
• Capture / delete and manage access control information onto the system.
• Contact contractors when common property maintenance and equipment problems arise.
• Work one Saturday per month and as required
• Submit staff overtime to Trafalgar by due date.
• Post messages on the broadcast and building community group.

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Responsibilities include (but are not limited to):

• Day to day service delivery
• Overseeing of the Administration
• Managing ad hoc facilities and infrastructure projects
• Ensuring ongoing general maintenance of the HOA owned facilities
• Compiling the required maintenance and operational reports and submitting them to relevant parties
• General control over the maintenance and upkeep of all common properties on the Estate through contracted service providers
• Attend Board meetings on a monthly basis and present monthly reports to the board of directors.
• Risk Management
• Liaising with the Building Contractors
• Ensure all building plans comply with the MOI, Contractors Agreements and Estate Guidelines
• Monitoring and control of all building sites
• Ensuring compliance in line with the MOI Estate Management requirements
• Monitors ongoing performance against the agreed targets and goals and institutes remedial action appropriate
• Legal compliance Ensures that all estate policies, procedures and practices comply within the governance framework, being the MOI as well as The Estate Rules

Minimum Requirements:

• 5+ years experience as an Estate Manager
• Matric
• Paddocks Sectional Title / HOA Qualification will be an advantage
• Computer Literacy (Microsoft Office)
• Good written and verbal communication skills
• Excellent people skills
• Customer service orientation.

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Purpose & objectives of the role:

• Registration and processing of Insurance Claims
• Accurate and timeous processing of new claims
• Appointing of contractors
• Liaising with owners & portfolio teams
• Follow up and feedback provided to clients
• Payment of claims
• Ensuring a smooth claims process been adhered to at all times, with quick turnaround times

Role Scope, activities & responsibilities:

• Consultant to register the claim on the insurance system
• Make outbound call to the unit owner
• Verify that a claim has been registered
• Consultant to advise the owner & contractor of the excess applicable
• Consultant to send the quotations for damages to the insurer for approval
• Follow up with insureer for approval & inform contractor to proceed
• Communicate a date and time with the owner on which the contractor will attend
• Arrange payment for the contractors invoice
• Finalize the claim on the insurance system
• Weekly feedback to be provided

Skills required:

• Effective communication skills
• Ability to manage time effectively and work under pressure
• Strong leadership skills
• Ability to work within a team environment

Minimum Requirements:

• School leaver with matric
• Own transport & license
• Excellent computer skills and quick learner
• Training will be provided

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Job Description:

• Oversee the day-to-day management of residential complexes and Homeowners' Associations (HOAs).
• Ensure compliance with the Sectional Title Act and other relevant legislation.
• Facilitate effective communication between property owners, trustees/directors, and service providers.
• Manage financial aspects, including budgeting, financial reporting, and cost control
• Daily management of trust funds and investment funds
• Ensuring that all complexes within the portfolio are insured and premiums are paid on time
• Continuous enhancement of knowledge of applicable SA property laws
• Ensuring that compliant contractors are servicing the complexes and are paid timeously
• Awareness of all transfer of units within the portfolio and management of same
• Facilitating collection procedures and reporting to trustees and debtors and cash management
• Facilitation of staff payroll (HOA and Body Corporate) compliance and payment processes
• Ensuring all complex documents are archived as well as correctly filed within the company database
• Preparation of general meetings in line with the applicable Acts and compliance with usage of standard documentation and notices as approved by the company
• Continuous liaison and guidance to trustees and directors in relation to complex matters and financial reporting
• Statutory notice compliance and awareness of quorum requirements relevant to meetings
• Financial management of portfolio of complexes and sign off on complex control schedule as completion of same
• Ensuring compliance of statutory requirements for all complexes
• Accountable of internal audit score and closure of outstanding gaps identified on action log
• Management of deadlines
• Management of support team processes

 Minimum Qualifications required by the position:

• ST Course completed
• Advance knowledge of the Sectional Title Act, CSOS Act, Companies Act, & other relevant legislation
• Tertiary qualification graduate (ideally commerce, law, finance, property studies) (advantageous)

 Minimum Experience required by the position:

• At least five years’ experience as a Community Scheme Portfolio Manager
• Must have own vehicle

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Responsibilities include:

• Performing comparative market analysis to estimate properties’ value
• Provide guidance and assist sellers and buyers in marketing and purchasing property for the right price under the best terms
• Determine clients’ needs and financials abilities to propose solutions that suit them
• Intermediate negotiation processes, consult clients on market conditions, prices, mortgages, legal requirements and related matters, ensuring a fair and honest dealing
• Display and market property to possible buyers
• Prepare and complete necessary paperwork 
• Maintain and update listings of available properties
• Cooperate with appraisers, escrow companies, lenders and home inspectors
• Promote sales through advertisements, open houses and listing services
• Remain knowledgeable about real estate markets and best practices
• Attend and arrange viewings for prospective purchasers
• Keeping sellers informed regarding any enquiries and viewings
• Reply to and follow up on e-mail and telephone enquiries
• Source new business.

Requirements:

• An EAAB and NQF 4 estate agency qualification certificate is a necessity
• Matriculation
• Experience as a Real Estate Agent
• Proven track record of successful sales
• Valid driver’s license and own reliable vehicle
• Ability to work independently combined with excellent interpersonal skills
• Strong sales, negotiation and communication skills
• Pleasant and trustworthy
• MS Office familiarity

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Job Responsibilities:

• Advertising all vacant stock on the relevant advertising platforms
• Answering calls from telephonic and emails queries for commercial or industrial space
• Advising prospective tenants regarding the going rates for rentals of various commercial properties in various areas
• Setting up appointments to meet with tenants and take them to view various properties
• Setting up appointments to meet with landlords regarding property they may have to let
• Scanning the papers or websites to search for business leads
• Attend broker networking functions
• Cold calling franchises to offer them space to let
• Checking ITC and querying off judgement or defaults
• Liaising or negotiating lease between the client and landlord
• Maintain and develop a computerised customer and prospect database
• Respond and follow up sales enquires by post, telephone and personal visits
• Arranging “To LET” boards for advertising
• Viewing property that is on the market to let

Desired Experience & Qualification:

• Matriculation
• Computer Literacy (Microsoft Word, Excel and Outlook)
• Previous Commercial Property knowledge an advantage
• Fidelity Fund Certificate
• Own Transport essential

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Responsibilities include (but are not limited to):

Monthly PTB Review

• Analysis of General Ledger accounts to ensure accuracy, completeness and validity of information.
• Capturing of journal entries to correct misallocations and to update external and investment account balances.
• Noting any variances or concerns on the Chairman Pack report and escalating same to the designated Portfolio Manager.
• Advising the Portfolio Manager of new or existing insolvent schemes.
• Monthly updating of municipal reconciliations.
• Monthly escalation of insurance claim, petty cash and legal fee enquiries to the Portfolio Manager.
• Monthly recording of PTB distribution date on building control schedule.
• Budget Preparation and Loading
• Prepare the annual budget using the Trafalgar template and Budget Questionnaire. 

Taxation

• Prepare and submit the annual income tax return with reference to the audited financial statements.
• Prepare and submit the monthly or bi-monthly VAT return.
• Quarterly request a SARS statement of account and ensure no outstanding returns, payments or refunds. 

Annual Audit File Preparation

• General ledger to be thoroughly scrutinized for accuracy, completeness and validity of financial information. All outstanding debtors / creditors to be raised and Balance Sheet items to be confirmed and agreed to third party information before the audit report is prepared.

Review of Audited Financial Statements, Resolution of Audit Queries, Distribution of AFS.

• Timeous and clear resolution of audit queries with the assistance of Portfolio Manager and Trustees when requested.
• Draft AFS to be scrutinized and all audit journals related to the Balance Sheet to be investigated, understood and questioned if necessary 

General

• Attend trustee, budget and/or Annual General Meetings when required
• Daily review of email / correspondence/ queries and attendance and resolution of same within a 24 hour time period as far as possible.
• Daily updating of building control schedules so as to accurately record the financial status of the building.

  Minimum Requirements:

• Tertiary qualification (Accounting degree or Bcom Financial Management preferred)
• At least five years’ experience in a bookkeeping/accounting environment
• Audit background (advantage)
• Have excellent communication skills

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Responsibilities include (but are not limited to):

Monthly PTB Review

• Analysis of General Ledger accounts to ensure accuracy, completeness and validity of information.
• Capturing of journal entries to correct misallocations and to update external and investment account balances.
• Noting any variances or concerns on the Chairman Pack report and escalating same.
• Monthly updating of municipal reconciliations.
• Monthly escalation of insurance claim, petty cash and legal fee enquiries.
• Monthly recording of PTB distribution date on building control schedule.
• Accounts are accurate and quality of information is high.
• Chairman’s packs are sent out every month within the relevant timeframe.
• Budget Preparation and Loading
• Prepare the reserve fund budget ensuring that the building is compliant with the minimum reserve fund requirements in terms of Regulation 2.
• Incorporate the 10 year maintenance plan into the budget in terms of Regulation 22.
• Trustee approved or AGM approved budget to be loaded.
• Ensuring budgets are completed timeously and accurately and that proposed increases and levy splits are accurate. 
• Budgets are up to date and consistently performed at a high-quality levels.

Taxation

• Prepare and submit the annual income tax return with reference to the audited financial statements.
• Prepare and submit the monthly or bi-monthly VAT return.
• Quarterly request a SARS statement of account and ensure no outstanding returns, payments or refunds. 
• Tax submissions are completed and submitted timeously and within deadlines.
• Tax computations are accurate.

Annual Audit File Preparation

• General ledger to be thoroughly scrutinized for accuracy, completeness and validity of financial information.
• Audit report together with any required attachments to be copied to CD and circulated to the auditor promptly.

Review of Audited Financial Statements, Resolution of Audit Queries, Distribution of AFS and Capturing of Audit Adjustments.

• Timeous and clear resolution of audit queries with the assistance of Portfolio Manager and Trustees when requested.
• Draft AFS to be scrutinized and all audit journals related to the Balance Sheet to be investigated, understood and questioned if necessary
• Ensuring that effective and efficient interactions with auditors resulting in smooth and timeous audits.
• AFS are produced within deadlines and are at high quality levels
• Department functioning & staff supervising KPI’s
• Consistent improvement in department Dashboard scores and Quality of Work for all their KPI’s.
• Ensuring all staff are being supervised and their developmental needs being identified and uplifted.
• Managing the Tax exposure and compliance status of the branch’s tax buildings managed.
• Assisting with turn-around of insolvent buildings
• Managing the accounting for New Take-Ons

Minimum Requirements:

• Tertiary qualification graduate – Bachelor Commerce undergraduate degree
• At least five years’ experience in Accounting division
• Audit background (advantage)

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Key responsibilities include, but are not limited to:

• Pursuing outstanding levies through various communication channels such as telephone calls, correspondence, and legal actions when necessary.
• Handling administrative duties including account reconciliations, payment allocations, addressing client inquiries, document preparation, and debt collection recoveries.
• Participating in meetings with managers to review debt collection strategies.

Key Performance Indicators include:

• Achieving collection rates exceeding 100% of monthly charges.
• Addressing email and SMS rejections monthly, with a continual decrease over time.
• Maintaining debtor account flagging consistently throughout the month.
• Meeting daily and monthly call targets, aligned with budgetary goals.
• Increasing the number of payment plans and debit orders monthly.
• Ensuring no exceptions occur monthly regarding notes added to arrear levy accounts.
• Meeting or exceeding the monthly agent fee budget for all charges.
• Assisting walk-in clients.

Minimum Qualifications:

• National Senior Certificate (Matric Certificate).
• Proficient in written and spoken communication in at least two languages.
• Minimum of three years’ experience in debt collection, excluding call centre environments.
• Two years' experience in a legal environment as a collection clerk or paralegal.
• Intermediate proficiency in Microsoft Office suite.