Job Vacancies at Trafalgar Property and Financial Services

Duties and Responsibilities:

• 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 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 Sectional Title Act 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 support team processes

Minimum Qualifications required by the position:

• Tertiary qualification graduate (ideally commerce, law, finance, property studies)

 Minimum Experience required by the position:

• Min 5 years’ experience in Property Management, specifically sectional title management and is familiar with the Sectional Titles Act.
• Computer literate (MS Office)
• Effective verbal and written communications skills
• Conflict management skills
• Excellent Project management and time management skills
• Sectional Title Scheme Management Certificate will be advantageous
• NQF level 4 Real Estate qualification would be advantageous
• Must have dedication and an excellent sense of customer service.
• Driver’s license and reliable transport

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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. Qdocs to be used as a cross reference.
• 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 Community Scheme Managers
• Advising the Community Scheme Managers of new or existing insolvent schemes.
• Monthly updating of municipal reconciliations.
• Monthly escalation of insurance claim, petty cash and legal fee enquiries to the Community Scheme Managers
• Monthly recording of PTB distribution date on building control schedu

Budget Preparation and Loading

• Prepare the annual budget using the Trafalgar template and Budget Questionnaire.
• Unibase Multi month columnar report and Qdocs invoice report to be used to cross reference financial information.
• Trustee approved or AGM approved budget to be loaded on Unibase timeously once received from the Community Scheme Managers

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 with reference to the Unibase VAT report and exception reports.
• 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.
• Qdocs 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 on Unibase.

• Timeous and clear resolution of audit queries with the assistance of Community Scheme Managers 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
• AFS to be distributed to the Portfolio Manager once all queries are resolved.
• Adjusting audit journals to be passed and agreed on Unibase once the AFS are approved.

General

• 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 graduate.
• At least two years’ experience in a bookkeeping environment
• Audit background (advantage)

Knowledge:

• Computer knowledge – Microsoft Office
• Understanding of the Income Tax Act and VAT Act
• Understanding bookkeeping principles

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The candidate must be:

• Computer literate
• Willing to work under pressure,
• Added advantage in previous Sectional Title experience.

The responsibilities for the ST Community Scheme Administrator listed in summary but not limited to, includes:

• Assisting the ST Community Scheme Manager.
• Typing of correspondence and minutes.
• Typing of correspondence to trustees and owners.
• Liaising with Chairman and Trustees in the absence of the Community Scheme Manager.
• Assisting with the 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 notices and meeting prep.
• Assist with completing AGM workflows after AGMs.
• Submit CSOS Annual Returns after AGMs.
• Other administrative duties.