Job Postings at Trafalgar Property and Financial Services

Responsibilities include (but are not limited to):

• Logging of all maintenance calls/ requests
• Handling all maintenance queries
• Liaise with the maintenance contractors
• Follow up on completion times
• Manage and finalisation of all maintenance jobs on the maintenance module
• Liaising with clients
• Liaise with Portfolio Managers
• Sending outstanding job list to PM’s & preparing weekly feedback for departmental meetings
• Keeping track and update of the Preferred Contractors List
• Obtaining of quotations
• Receiving invoices and sending for approval and payment

 Minimum Requirements:

• Matric
• Computer Literacy (Microsoft Word, Excel and Outlook)
• At least 3 years’ experience in the Property industry
• At least 3 years’ experience with Maintenance Admin preferred
• Good communication Skills
• Must work in an organised and efficient manner
• Must be able to work under pressure.

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Duties and Responsibilities

• Assisting the Sectional Title Portfolio Manager
• Typing of correspondence and minutes,
• Typing of correspondence to trustees and owners
• Liaising with Chairman and Trustees in the absence of the Portfolio Manager
• Assisting with preparation of monthly packs for the chairman of the Body Corporate
• Ensuring all information is kept up to date on inhouse systems
• Logging insurance claims
• Assisting with maintenance issues
• Management of emails (continuous correspondence with clients within 24h turnaround time)
• Ensuring invoices are authorised and paid timeously
• Drafting Annual General Meeting notice and meeting prep
• Assist with completing AGM workflows after AGMs
• Submit CSOS Annual Returns after AGMs
• Other administrative duties.

Required Skills

• Computer literate
• Willing to work under pressure
• Fully Bilingual (Afrikaans and English)
• Added advantage in previous Sectional Title experience

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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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Minimum Requirements:

• Matric
• Microsoft Office knowledge
• At least two years’ experience as a debt collector
• Effective communication – written and verbal
• Effective telephone and organisation skills

Responsibilities Include:

• Collection of outstanding rentals
• Sending of SMS’s as defined in the current Debt Collectors procedure
• Making contact with each arrear unit each month in line with the national strategy and procedure
• Sending letters electronically/post on required days
• Meeting with tenants
• Daily communication with landlords regarding arrears
• Handing over accounts to Attorneys in line with a signed handover resolution/ owner instructions as required.
• Reconciliation of accounts
• Daily reviewing the unallocated list to identify payments and process for allocation
• Addressing client queries
• Preparation of journals for raising/reversing DCA fees/rentals
• Debt collection recoveries
• Addressing Unibrowse exception reports
• Ensuring weekly/monthly targets are met as set by Management in line with national policies and guidelines
• Weekly DC meeting with Divisional Manager
• Acknowledgement of notice and confirmation letter sent to the tenant

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Responsibilities:

• Cultivate and maintain common area gardens to enhance the overall aesthetic appeal of the property.
• Undertake gardening tasks for each of the 10 residential units to ensure a well-kept and vibrant outdoor environment.
• Perform regular cleaning of windows across all 10 units, ensuring a clear and polished appearance.
• Meticulously polished post boxes and silver fixtures, including door handles and light fittings, to uphold a pristine and welcoming atmosphere.
• Manage the cleaning of unit bins, including their proper placement and retrieval on City of Cape Town waste collection days.
• Execute ad hoc exterior painting projects to preserve and enhance the property's exterior aesthetics.
• Receive and securely store delivery parcels, ensuring timely and safe distribution to residents.
• Conduct reviews of historical CCTV footage to identify and report any suspicious activity, contributing to the overall security of the property.
• Monitor the state of the electric fence, taking proactive measures to prevent interference from vegetation.
• Oversee and manage the loading of pre-paid electricity, ensuring uninterrupted power supply for the residents.

Requirements:

• Prior experience in gardening and construction is essential.
• Strong communication skills.
• Basic literacy.

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Duties include but not limited to:

• Manage all facets of contractual and ad-hoc invoices
• Maintain financial records
• Maintain accounting controls by following policies and procedures
• Placement of company orders (stationery, assets etc.)
• Creditor payments – regional (loading, checking, validating)
• Creditor payments – group (computer Costs/ fixed Assets/ shared regional Costs etc.)
• Capturing and processing petty cash transactions
• Monthly reconciliations of accounts
• Capturing and reconciliation of trade creditors
• Preparation of monthly report

Minimum Requirements:

• Bookkeeping Certificate/Diploma
• 3 years’ experience in an accounting role.
• Strong communication and administration skills.
• Attention to detail.
• Must enjoy working with figures