Vacant Posts at Trafalgar Property and Financial Services

Minimum experience required:-

• Matric
• At least 3 years’ experience as a creditors clerk
• Microsoft Office knowledge
• Basic accounting skills
• Good communication skills
• Deadline driven

Responsibilities include:

• Analyse the invoice details and check the building name details correspond with unibase
• Vat number is displayed for both contractor/supplier and Trafalgar vat registered clients
• Invoice numbers displayed
• Date of invoice appears on invoice
• Bank details vetted and appear on invoice
• Indexing of invoice
• Accuracy of GL allocation
• Accuracy of Vat Flag
• Check vat % on invoices
• Sending payment approval required spreadsheets to the Trustees/Directors
• Indexing of approvals
• Sending to the trust creditors clerk for payment
• Sourcing of documents for outstanding invoices.
• Loading of new creditors

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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 ideal candidate should possess:

• Proficiency in computer skills, particularly in Microsoft Office applications.
• Fundamental comprehension of legal procedures associated with rental collection.
• Basic knowledge of accounting principles
• Familiarity with the Debt Collectors Act

Required Competencies:

• Effective written and verbal communication skills
• Friendly and approachable demeanour
• Proficient time management abilities
• Capacity to perform under pressure
• Skill in delegating tasks to different departments
• Strong leadership qualities
• Outstanding organizational skills
• Meticulous attention to detail
• Ability to collaborate within a team setting
• Adaptability to change
• Possession of a driver’s license and personal transport
• Grade 12 - Matric
• The responsibilities for the Commercial PM / Debt Collector, summarized but not limited to, encompass:

Leasing Process:

• Obtain signed mandates with supporting documents as per FICA regulations.
• Negotiate acceptable rental rates with landlords on a per-square-meter basis.
• Ensure thorough familiarity with the logistics of buildings, premises, or units.
• Advertise available properties to attract potential clients.
• Arrange viewings for interested parties.

Application Processing:

• Collect completed application forms with relevant supporting documents adhering to FICA guidelines.
• Process applications and discuss qualifying tenants with property owners.
• Conclude lease agreements with approved tenants.

Property Management:

• Arrange ingoing inspections with landlords and tenants.
• Ensure rentals align with the terms of lease agreements.
• Review monthly debtors' statements and oversee effective credit control.

Administrative Duties:

• Manage the property employees' contracts, certified ID copies, and bank statements.
• Administer staff loans and manage leave requests.

Financial Oversight:

• Review and authorize payment of approved invoices.
• Maintain recurring payments and review the Municipal Payments Master Schedule.
• Ensure the accuracy of descriptions on Unibase and oversee Z account cleanup.

Communication and Documentation:

• Liaise with HR on labour-related issues.
• Manage client email conversion and statutory documents on Qdocs.
• Correspond with property owners and ensure document availability to relevant parties.
• Oversee archive management and handle emails and phone calls.
• Meetings and Reports:
• Attend meetings with landlords and tenants upon request.
• Process notices, circulars, and ensure timely management fee increase notifications.
• Approval of payroll 09 reports.

Financial Controls:

• Review funded balances and ensure the use of the approved chart of accounts (GL Codes).
• Reconcile municipal accounts and manage creditor reconciliation.
• Conduct Unibase clean up and oversee Qdocs management.

Collections Activities:

• Collection of outstanding levies/rentals through effective communication via SMS and phone calls.
• Implementation of demand letters through electronic and postal channels.
• Handling the Notice to Cancel Lease process and confirming lease cancellations.
• Coordinating the handover of accounts to attorneys for collection.

Collection Administration:

• Reconciliation of accounts, ensuring accuracy in the identification and allocation of payments.
• Thorough review of the unallocated list to address any discrepancies.
• Allocation of payments and addressing client queries promptly.
• Preparation of journals for DCA reversals and providing accurate figures for statistical reports.
• Facilitating the blacklisting process.

Debt Collection Recoveries:

• Initiating debt collection recoveries as needed, ensuring daily diligence in the process.

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KEY PERFORMANCE AREAS AND OBJECTIVES

General  Management

• Compile and monitor budgets across the security function.
• Liaise with other departments to ensure that an infrastructure changes or projects include a security element.
• Ensure effective record keeping of all assets, identifying areas for investment.
• Develop proposals for security needs and present to the Security committee through the EGM
• Report security statistics on a monthly basis, including the development of incident reports, risk areas, actions that have or are required.
• Ensure the strict and fair enforcement of rules across the internal security team and external service providers.
• Ensure the security team is up to date with the latest information, intelligence and plans
• Ensure confidentiality within the security team on individual action plans and monitor their effectiveness.
• Work with external providers to ensure quality-of-service delivery, enforcing performance in accordance with agreed standards and SLA’s.
• Negotiate revision to the SLA’s as and when required both from an internal perspective as well as with providers.
• Develop clear lines of communication with home owners, providing appropriate support when incidents take place as well as to the wider community.
• Ensures all security-related reports or documents including incident reports, proposals and tactical or strategic initiatives are prepared and provided to the EGM timeously regarding regular security operations and any incidental matters.
• Establish performance standards and SLAs for service providers related to security and ensure their adherence.
• Identify security-related supplies and equipment that require purchase and develop proposals for their procurement in line with BVHOA standards..
• Ensure constant improvements in service delivery through better systems, controls and ways of working.
• Develop and plan protocols for special and high-risk events.
• Attend meetings, professional seminars or conferences to keep abreast of changes in legislative directives, new technologies etc.

Human Resource Management

• Recruit, develop, train and retain team members.
• Evaluate performance and productivity.
• Ensure compliance with all HR related legislative and regulatory requirements.
• Ensure that any disciplinary and poor performance issues are dealt with promptly, fairly and in accordance with labor law and estate rules and procedures.

Security Systems Management

• Responsible for all security related systems and protocols. 
• Identifies and proposes initiatives to the EGM.
• Support the team to ensure the security systems ongoing general maintenance and protection.
• Support the team to manage critical spares for immediate repairs.
• Source and recommend preferred contractors and obtain approval from the EGM and develop proposals for Board sign off.
• Engage with external service providers to ensure the continuity of their services, building and developing stronger relationships.

Asset Management

• Implementing security measures to protect facilities and assets from theft or damage, including lighting systems and perimeter 
• Manage all BVHOA security related assets in terms of their life cycle by ensuring the team  conduct continuous condition assessments.
• Management of the asset and inventory registers.
• Update and implement maintenance schedules.

Desired Experience & Qualification

REQUIREMENTS

Qualifications

• Minimum Qualification:  Bachelor’s Degree, Advanced Diploma, B-Tech or Post-Graduate Certificate (NQF Level 7) in either security management/ risk management, safety management, law enforcement, criminal justice or policing.
• Preference will be given to candidates with information technology and project management certifications and/or experience.

Experience & knowledge

• Proven experience in a senior security leadership role in an estate environment
• Minimum of 8 (Eight) years as security manager in corporates or estates environment.
• Knowledge of industry norms and standards of security related services on an Estate.
• Experience in control room management.
• Experience in management of teams and service providers
• Experience in dealing and managing in crisis situations
• Knowledge of estate’s management and conduct rules
• Experience in managing performance across internal teams and external suppliers

Skills and Abilities

• Detailed knowledge and understanding of health and safety compliance.
• Understanding and ability to identify and manage risks.
• Ability to build strong relationships with stakeholders including SAPS, CPF, TMPD and other Estates in the area.
• Experience in managing budgets and reporting expenditure.
• Ability to develop, communicate and manage service contracts.
• Ability to develop service level agreements, ensuring all parties meet the required needs.
• Experience in the development and management of standard operating procedures.
• Excellent interpersonal skills
• Ability to integrate, coordinate, plan, delegate and control performance.
• Ability to work under pressure and analyse situations and identify solutions.
• IT skills – MS Office programmes.
• Project Management skills

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Duties & Responsibilities:

• Be aware of all aspects of up-to-date status of security related service delivery within the estate.
• Monitor the quality-of-service delivery escalating any performance concerns to the Head of Security in accordance with agreed performance standards and SLA’s.
• Engage with subject matter experts related to security when required in assessing the security needs of the estate.
• Ensure that security-related reports or documents (such as incident reports, proposals and tactical or strategic initiatives are prepared and provided to the Head of Security timeously regarding regular security operations and any incidental matters.
• Ensure that regular communication within the estate is achieved by preparing communication timeously.
• Assist in setting and enforcing performance standards and SLAs for service providers related to security.
• Support procurement of security-related supplies and equipment.
• Encourage constant improvements in service delivery through better systems, controls and ways of working.
• Plan and propose protocols for special and high-risk events.
• Attend meetings, professional seminars or conferences to keep abreast of changes in legislative directives, new technologies etc. 
• Support team members in the delivery of the security service
• Develop and promulgate HR policies and procedures for implementation. 
• Promote healthy work relationships.
• Ensure compliance with all HR related legislative and regulatory requirements. 
• Accept responsibility for all security related systems and protocols. 
• Identify and propose initiatives to the Head of Security.
• Ensure the security systems ongoing general maintenance and protection.
• Manage critical spares for immediate repairs.
• Source and recommend preferred contractors and obtain approval from the Head of Security.
• Engage with external service providers to ensure the continuity of their services. 
• Ensure all BVHOA security related assets in terms of their Life Cycle by conducting continues condition assessments.
• Ensure the asset and inventory registers are up to date.
• Update and implement maintenance schedules.
• Escalate any concerns in relation assets under management

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More about the role:

• As the National Accounting Manager, you will be accountable for all accounting operations including monitoring and managing the national bookkeeping teams, compromising over 50 staff,  therefore strong managerial and leadership skills are required.
• Although the position is based in Johannesburg, it will require periodic travel to the regional teams.
• The suitable candidate will be largely responsible for developing and implementing effective accounting systems and practices.
• Registration as a tax practitioner would be an advantage, further experience with automating accounting workflows, and reporting will be a significant advantage.
• The suitable candidate will be responsible for conducting regular quality control reviews, as well as dealing with escalated queries arising from external auditors for our managed schemes.
• The candidate must be tech savvy and be comfortable working with multiple software systems.
• Recruiting and training support for the regional accounting teams, accounting and portfolio management operational staff will be required.
• Monthly meetings with clients where necessary, to review and discuss accounting queries, also direct involvement with complex accounting and tax related queries may be required.
• Managing the monthly KPIs of the national teams and supporting escalations where required.
• Working closely with the bookkeeping supervisors and teams to analyse accounting data, producing and cross-checking financial reports or statements, implementing corrective measures and outlining effective accounting procedures, would be needed.
• Review of auditor panels and management of deadlines, and drafting of AFS for our premium clients, will be a necessity.

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Key Responsibilities:

Property Maintenance:

• Supervise and schedule routine maintenance tasks, repairs, and renovations.
• Monitor the condition of the building's common areas and facilities.
• Ensure compliance with safety and building codes.

Tenant, Resident and Staff Relations:

• Serve as the primary point of contact for residents and tenants.
• Address tenant inquiries, concerns, and maintenance requests promptly and professionally.
• Enforce community rules and regulations.
• Foster a sense of community and engagement among residents.
• Optimal staff management and operation.

Financial Management:

• Develop and manage the building's budget, including income and expenses.
• Maintain accurate financial records and prepare regular reports for the Body Corporate.
• Monitor and control operational costs.

Administrative Duties:

• Maintain organized records of contracts, agreements, and correspondence.
• Coordinate and attend meetings of the Body Corporate.
• Ensure compliance with relevant regulations and bylaws.
• Handle administrative tasks related to property management.

Vendor and Service Provider Management:

• Source, negotiate contracts with, and oversee contractors and service providers.
• Monitor vendor performance and adherence to quality standards.
• Manage relationships with service providers.

Security and Emergency Response:

• Implement security measures and protocols to safeguard the building and its occupants.
• Develop and execute emergency response plans.
• Be available for emergency situations, including after-hours calls.

Qualifications:

• Educational attainment at the matriculation level.
• Possession of a valid driver's license and access to a personal vehicle.
• Previous experience in property/facilities management or related roles.
• Knowledge of property laws and regulations.
• Excellent communication, interpersonal, and customer service skills.
• Proficiency in property management software and Microsoft Office Suite.
• Strong problem-solving and decision-making abilities.
• Organizational and time management skills.