Portfolio Specialist 91 views

ANGOR Property Specialists are looking for a Portfolio Specialist

Location: Bryanston, South Africa

Job Type: Full-time

Description:

The Portfolio Specialist builds relationships with Schemes by ensuring the smooth running of his/ her property portfolio and that all meetings are conducted, minute and actioned appropriately and in accordance with relevant legislation.

The Portfolio Specialist reports to the General Manager and ensures that the relevant action resulting from the meetings are taken, with the assistance of the cell Financial Controller (FC) and/ or Portfolio Specialist Administrator (PSA).

The Portfolio Specialist is accountable for the budgeting and resultant financials of all buildings in his/ her portfolio and ensures that monthly financial information is distributed to Scheme Executives, payments of building creditors are made and monthly packs are compiled and distributed correctly and timeously in order of priority to clients.

The Portfolio Specialist oversees the Financial processes within his/ her cell and provides information for Financial Controller for processing. The Portfolio Specialist is accountable for all building maintenance as instructed and approved by Scheme Executives (Trustees/ Directors), and any queries arising.

Responsibilities:

• Scheme Executive meeting attendance as required by individual buildings
• Taking minutes of meetings as required by individual buildings
• Actioning items resulting from meetings
• Determine date, time, and venue for Annual General Meeting (AGM)/ Special General Meeting (SGM) according to legislation and Scheme Executive availability
• Oversee the scheduling of AGM/ SGM for the scheme within the company cell within legislative framework
• Preparing for AGM/ SGM: budgets, special project quotes, quorum info, insurance schedule, etc
• Attending AGM/ SGM for all schemes in property cell
• 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, maintenance levy
• Providing info to FC for monthly levy statement run
• Oversee monthly statement run
• Approving snapshot and levy roll before live run
• Ensuring statement run occurred for each building in portfolio
• Monthly Report
• Providing info to FC for monthly financial reports
• Oversee monthly reporting process
• Approving monthly reports before sending to Scheme Executives
• Ensuring monthly reports are generated for each building in portfolio
• Reports to be checked and distributed by priority list
• 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 cell and caretakers/ estate managers
• Body Corporate (BC)/ Homeowners Association (HOA) Payroll Info
• Submitting BC/ HOA payroll input to Payroll Department by the 15th monthly
• Approving Remuneration List prior to pay run on the 20th monthly
• Oversee distribution of manual pay slips monthly
• Assisting Payroll Department in obtaining statutory information for the scheme for Scheme Executives
• Handing over defaulting owners to Debt Collections / external attorneys as per building mandate
• Managing accounts under transfer, arrangement or legal in collaboration with Debt Collectors where appropriate
• Liaising with councils re billing statements, queries, payments etc
• Building Contractors and Maintenance
• Taking instruction from Scheme Executives and responding with appropriate action in cooperation with PSA
• Escalating individual owner issues to Scheme Executives in an appropriate and timeous manner
• Following up on outstanding maintenance matters in cooperation with PSA
• Payment of creditors within given parameters
• Loading of new creditors on system
• Clearance Figures
• Confirming levy information for Clearance Figures
• Updating Insurance Schedules for buildings in portfolio
• Updating and renewal of insurance policies for buildings in portfolio
• Arranging scheme insurance Valuations
• Facilitating insurance claims in cooperation with PSA and Insurance Clerk
• Completing Annual Audit in cooperation with tax and Audit Specialist for all buildings in portfolio
• Building Take-on and Hand-over
• Obtaining new business
• New building take-on confirmation
• Ensuring that that assigned new Portfolio Specialists are adequately skilled and trained on internal processes and ANGOR system by transferring skills as per Skills Transferring and Mentoring progress plan and checklists
• Participating in the Skills Transfer and Mentoring evaluation process for assigned new Portfolio
• Providing input on whether new appointee is ready and able to take on his/ her own portfolio after probation and training period

Qualifications:

• 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.
• Paddock’s Sectional Title and Homeowners 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 multitask without losing focus

Interested candidates please apply.