Jobs at Trafalgar Property and Financial Services

Duties & Responsibilities

Monthly PTB Review

• Analysis of General Ledger accounts to ensure information accuracy, completeness and validity. Qdocs to be used as a cross-reference.
• Capturing 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 claims, 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.
• Unibase multi-month columnar report and Qdocs invoice report to cross-reference financial information.
• Trustee-approved or AGM-approved budget to be loaded on Unibase timeously once received from the Portfolio Manager.

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 scrutinised for financial information accuracy, completeness and validity. All outstanding debtors/creditors are to be raised and Balance Sheet items are to be confirmed and agreed to third-party information before the audit report is prepared.
• Qdocs audit report and 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 precise resolution of audit queries with the assistance of the Portfolio Manager and Trustees when requested.
• Draft AFS to be scrutinised 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 is approved.

General

• Daily review of email/correspondence queries and attendance and resolution of same within a turnaround of 24 hours as far as possible.
• Daily updating of building control schedules to accurately record the financial status of the building.

Desired Experience & Qualification

• Tertiary qualification graduate (ideally finance or accounting)
• At least two year's experience in a bookkeeping/accounting environment
• Audit background (advantage)
• Computer knowledge – Microsoft Office
• Understanding ST Act and Companies Act
• Understanding of the Income Tax Act and VAT Act
• Basic Accounting principles
• Ability to read and understand Sectional plans

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Key Responsibilities (include but are not limited to):

• Manage all aspects of payroll, including monthly payroll processing, salary queries, and benefits administration
• Prepare and distribute payslips, payment summaries, and other payroll-related documents
• Process creditor payments, reconcile bank statements, and prepare salary bank reconciliations
• Maintain accurate and up-to-date employee records and files, including personnel files, payroll records, and benefits information
• Provide administrative support for recruitment, including advertising vacancies, collecting CVs, and scheduling interviews
• Coordinate training programs and capture training attended on Payday
• Prepare employment documents, including employment contracts, letters of appointment, and restraint of trade agreements
• Ensure compliance with all relevant laws, regulations, and company policies, including WCA returns and assessments, IRP5 and IT3A submissions, and health and safety regulations
• Provide excellent customer service to employees, management, and external parties

Accountabilities:

The HR/Payroll Administrator will be directly accountable to the Branch, Regional HR and National HR Manager for:

• Achievement of responsibilities and deadlines
• Management of Body Corporate Payroll
• Ensure salaries are processed on the respective dates
• Ensure month-end payments are reconciled and processed
• All records are correct and up to date for audit purposes
• Continuous enhancement of knowledge in HR and payroll
• Ensure staff training and capture onto Payday
• Prepare all employment documents as required
• Ensure policies and procedures are adhered to
• Ensure payroll and HR compliance at the region
• SARS: Ensure compliance with SARS regulations, including submitting tax returns and other documentation.

Accountabilities for Quality and Compliance:

• Quality of Work: Ensure high-quality work, including accurate and timely processing of payroll and benefits.
• Compliance: Ensure compliance with relevant laws, regulations, and organizational policies, including WCA, UIF, and SARS.
• Risk Management: Identify and mitigate risks, including ensuring accurate and timely processing of payroll and benefits.
• Continuous Improvement: Continuously improve processes and procedures, including identifying opportunities for improvement and implementing changes.

 Minimum Requirements:

• Tertiary qualification graduate (HR studies/Diploma/Degree in HR)
• At least 3 years' experience as HR/Payroll Administration (external employees)

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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.

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Office Administration & Front Desk

• I do front desk administration and serve as the first point of contact for residents, contractors (school transport & building contractors), domestics and service providers.
• I attend to queries via telephone and email.
• I file, record, and maintain vetting personal declaration forms, enrolment forms, and criminal records electronically on the Qdocs filing system.

Vetting, Verification & Compliance

• I conduct background checks and identity verification for contractors, tenants, residents’ employees, golfers, estate agents, and service providers using the Afiswitch system to ensure that all individuals operating within the estate possess valid identity documentation and that criminal record status is verified.
• I verify movement forms and ensure that all movements are monitored, recorded, and traceable (Risk & security support).

Access Control & Systems Administration

• I act as the main access control operator at the vetting office.
• I enrol residents, contractors, and employees on the access systems (PIN codes and biometric access), CLICKON.
• I issue dual access cards for contractors (school transport & building contractors) to ensure controlled movement within the estate.
• I receive restriction lists from Trafalgar (Monthly) and implement access restrictions for residents in stands with outstanding levy accounts, and I subsequently remove access restrictions once confirmation of settlement is received.

Financial Administration (Vetting & Access Control)

• I perform daily cash-ups related to vetting services.
• Vetting invoices & EFT payments.

Risk & security support

• I assist the Risk Manager with security-related queries by providing investigative support, locating individuals using limited information provided to me, and ensuring that additional relevant information is gathered and consolidated to enable effective analysis and resolution.