Job Vacancies 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

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RESPONSIBILITIES

TAKE-ON PROCESSES

• Attend the first physical meeting with Scheme Executives and assigned Portfolio Specialist after handover from Take-On Department
• Establish relationships with Scheme Executives and act as an escalation point for teething issues with the new Scheme
• Communicate/update Internal Relationship & Support Manager as needed during this process
• Ensure clients, colleagues and external stakeholders receive feedback and information within established timeframes and to established standard

EXIT PREVENTION

• Schedule meetings with Scheme Executive where clients indicate a desire to give notice or request a new Portfolio Specialist to be assigned
• Establish an action list of client requests/demands
• Allocate the building to ICU and be actively involved in its management to establish solutions
• Set up meetings as appropriate
• Plan and present feedback to clients, Internal Relationship & Support Manager and Executive Management within the agreed timeframe
• Close issues on action list- request confirmation letter from Scheme Executives
• Involve Internal Relationship & Support Manager where training/skills development is required

SCHEME ALLOCATION

• Participate in Allocation Committee to nominate Portfolio Specialist for each new Scheme/Scheme requesting a Portfolio Specialist change

CONTRACT MAINTENANCE

• Active involvement in take-on and handover process of new Scheme to identified Portfolio Specialist from the Take-On Dept

QUALITY CONTROL

• Schedule Surveys on each Portfolio Specialist annually, and more frequently on identified Portfolio Specialist/Schemes
• Receive and interpret results from Portfolio Specialists surveyed
• Engage telephonically with at least 2 Chairmen per day, and present a weekly report to Executive Management in this regard
• Establish an action list for improvement areas
• Set up meetings as appropriate
• Plan and present feedback to clients and management within the agreed timeframe
• Close issues on action list – request confirmation letter from Scheme Executives
• Investigate and report on complaints received
• Remain up to date with industry changes and legislation, and update clients accordingly

MEETINGS

• Attend meetings with Portfolio Specialist (8 per month) to observe Portfolio Specialist and assess the quality and standard of meeting
• Provide feedback to Internal Relationship & Support Manager regarding any training required
• Monthly check-in meeting per Portfolio Specialist

GENERAL

• Support to Internal Relationship and Support Manager
• Office attendance of 5 days per 10 working days
• CSOS representation as required
• Recordkeeping
• Any task/duty reasonably assigned by Executive 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.
• Must have a proven track record of at least 5 years in the Sectional Title and HOA industry, with specific reference to property management. Understanding of CSOS and STSM Acts is essential.
• Must have proven passion for the industry and building relationships with clients, colleagues and stakeholders.
• 2+ Years of client relationship management experience required.

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
• Leadership
• 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 a 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
• Must have the ability to work independently
• Be assertive and conduct yourself with authority