Job Vacancies at Trafalgar Property and Financial Services

Key Responsibilities:

Payroll Processing:

• Oversee the end-to-end payroll process, ensuring accuracy and compliance with relevant laws and regulations.
• Prepare and process payroll on a timely basis, including calculating wages, deductions, and bonuses.
• Address any payroll discrepancies or issues promptly and efficiently.
• Stay updated on changes in payroll regulations and ensure compliance.

HR Administration:

• Maintain accurate employee records and databases, including personal information, attendance, and leave records.
• Handle employee inquiries related to payroll, benefits, and other HR matters.
• Assist in the onboarding process for new hires, including paperwork and orientation.
• Coordinate employee offboarding procedures, including exit interviews and final payments.

Benefits Administration:

• Manage the administration of employee benefits
• Assist employees with benefit enrolment, changes, and inquiries.
• Liaise with benefit providers to resolve issues and ensure smooth administration of benefits.

Compliance and Reporting:

• Ensure compliance with labour laws, tax regulations, and company policies related to payroll and HR administration.
• Prepare and submit payroll-related reports to management monthly
• Assist with audits and provide documentation as needed.

HR Support:

• Provide administrative support to the various divisional department as needed, including scheduling meetings, maintaining HR files, and preparing reports.
• Assist in HR projects and initiatives, such as performance management, employee engagement, and talent acquisition.
• Maintain confidentiality and integrity in handling sensitive HR and payroll information.

Qualifications and Skills:

• HR Degree / Diploma in Human Resources
• 2+ years of experience in HR and payroll administration.
• Proficiency in payroll software
• Strong understanding of payroll processing, tax regulations, and compliance requirements.
• Excellent attention to detail and accuracy in data entry and calculations.
• Effective communication skills, both written and verbal.
• Ability to handle confidential information with discretion and professionalism.
• Strong organizational and multitasking abilities, with the capacity to prioritize tasks effectively.

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The ideal candidate should possess the following qualifications:

• Proficiency in computer skills, particularly MS Excel and MS Outlook.
• Ability to work effectively under pressure and collaborate within a team environment.

The responsibilities of the Municipal Administrator include, but are not limited to:

• Maintaining and updating the municipal Excel spreadsheet.
• Indexing invoices onto the system accurately.
• Ensuring compliance with established protocols, such as ensuring the account name is listed as "BC c/o Trafalgar" on invoices and validating tax invoices, as well as updating addresses on invoices.
• Following up on outstanding municipal accounts via email or telephone.
• Addressing disconnections resulting from non-payment.
• Addressing client queries related to municipal accounts.
• Performing general office administration tasks.

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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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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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QUALIFICATIONS

• Grade 12 or Higher

EXPERIENCE:

• Minimum of 8 years’ experience as a Building Supervisor/Handyman – or the likes of.
• Min NQF level 5 in building or related built environment qualification
• Computer literate

DUTIES

• To enforce Body Corporate Conduct Rules in the building.
• To ensure the smooth day to day operation of the Body Corporate Office.
• Daily inspection of the contractor’s staff on duty.
• Maintenance (plumbing/painting etc)
• To identify maintenance issues and report to the Trustees and obtain quotations for the remedial work.  Ensuring the day-to-day smooth running of the building
• Act as first point of contact for internal and external clients, owners, residents and Managing Agent.
• Liaise with Trustees and Managing Agent to handle complaints, requests and queries from owners and tenants.
• To meet with Contractors that are doing work in the building, to deal with issues of indemnity and liabilities
• To ensure that the service providers provide a reasonable access control service that is adequate to the building and its residents, in keeping with the Conduct Rules
• To ensure that the service providers provide a reasonable access control service that is adequate to the building and its residents, in keeping with the Conduct Rules
• To plan and schedule ahead all routine maintenance activities and identify maintenance issues and report to the Trustees.
• Working hours may vary based on emergences that may arise.
• Own reliable transport