Latest Openings 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

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Responsibilities

MEETINGS

• Assist PS with drafting notices and ensuring all documents are ready in time for the PA to upload to the system
• Provide PA with final sign-off prior to PA sending notices
• Ensure PS receives all relevant information to update minutes books and the ANGOR System after meetings
• Assist PS in completing Post AGM checklist before handing over to PA Team
• Stand in for PS on an ad-hoc basis
• Action items resulting from meetings, as requested by PS

MAINTENANCE

• Follow up with PA team wrt outstanding maintenance issues
• Provide insight to PA team on maintenance responsibility (owner vs BC)
• Escalating maintenance matters to PS where required

OWNER LETTERS

• Check accuracy and relevance of letters Provide PA team with final sign-off for sending

RECORD KEEPING

• Check that all information and documentation, as required by STSMA and related Acts, have been received from the PS
• Upload/ send required documentation/ information as appropriate (eg new insurance schedule on AOL)
• Follow up on any outstanding documentation/ information with PS or relevant party
• Archive any hard copies as appropriate Confirm completion with PS

CLEARANCE

• Provide Clearance Sign-off in the absence of PS

LIAISON

• Assist PS with owner and Scheme Executive communication as required/ requested

INSURANCE

• Check that all Insurance Policies are current
• Follow up on expired/ near expiring policies with PS
• Confirm renewal of policies and upload documentation accordingly
• Assist with facilitation of Insurance Claims in cooperation with PA and Insurance divisions

PAYMENT PROCESS

• Assist PS where required
• Follow up on missing information from Contractors to ensure payment can be completed

GENERAL

• Assist PS with general administration where requested Assist FC and PA, as well as support divisions with queries,
• especially in PS’ absence
• Ensure AOL documentation is loaded correctly and that portal is kept current and up to date
• Provide PA team with instruction where action/ input is required from them
• Assist with completion of annual CSOS sub missions and new Scheme CSOS registrations
• Assist PS in obtaining insurance evaluations and 10 year maintenance plan quotations
• Assist PS in gathering information when taking on a new Scheme, including compilation of budget and registration information
• Any task/ duty reasonably assigned by 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.
• Previous experience in the Sectional Title and HOA industry will be advantageous.
• Must have proven passion for industry and building relationships with clients, colleagues and stakeholders.

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
• 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 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

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Job Description

The Portfolio Administrator (PA) is responsible for ensuring the ongoing process of providing information to stakeholders within the property cell. The PA will schedule Annual General Meetings (AGM) and Special General Meetings (SGM) and update minute books following the meeting. The PA will also follow up and resolve all maintenance and insurance related matters in coordination and cooperation with the Portfolio Specialist (PS) and Insurance Clerk.

The PA reports to the Administrative Manager, and is responsible for administration and query resolution within the cell, as well as the record keeping, archiving and filing for these actions. These responsibilities include liaising with different stakeholders including owners, tenants, contractors, councils, colleagues and management. The PA will also be responsible for updating system information where requested. The PA will request verification on ‘faulty’ meters, and replacement where appropriate.

RESPONSIBILITIES

• Administration and query resolution within the cell
• Scheduling of meetings
• Record keeping, archiving and filing
• Liaison with various stakeholders
• Receiving of maintenance queries & obtaining quotes where applicable
• Following up on completion of maintenance jobs and forwarding of invoices for payment
• Receiving of insurance queries from stakeholders
• Scrutinising of insurance policy to determine cover & excess
• Updating of system information where required
• Receiving requests to check faulty electricity meters, obtaining relevant approval and liaison with plumber/ electrician to complete replacement
• Forwarding of invoices to owners
• Distribution of manual levy statements
• Owner communication

MINIMUM QUALIFICATION

• The applicant must have completed a minimum of Grade 12/ Standard 10 (Matric) and have an excellent command of English as written and spoken language.
• A relevant Tertiary Qualification will be advantageous.
• Previous administrative experience in the property industry and knowledge of the Sectional Titles Act, will be advantageous.

KNOWLEDGE, SKILLS AND ABILITIES

The applicant must have proficient knowledge in the following areas:

• Excellent interpersonal skills
• Knowledge of Sectional Titles Act
• Ability to maintain a high level of accuracy & attention to detail
• Ability to meet turn-around times and grasp the effects and repercussions of his/ her actions on other departments
• Ability to work under pressure
• Effective written, verbal and listening communication skills
• Numeracy and data entry skills
• Effective organizational skills
• Computer Literacy in MS Office
• Time and work management
• Stress management
• Confidentiality, tact and discretion
• The applicant must have completed a Minimum of a Matric (Grade 12) and have an excellent command of English as written and spoken language. Previous experience in the property industry, with specific reference to service delivery will be advantageous.

The applicant must demonstrate the following skills:

• Maintaining strict confidentiality
• Be honest and trustworthy
• Demonstrate sound work ethics
• Flexibility
• Be assertive and dynamic
• Be deadline driven
• Maintaining relationships with all stakeholders
• Can work independently
• Professionalism
• Fast learner