Job Description:Ensure the efficient and effective administrationand management of owner and Trustees relationships:Ensure all records are kept up to date including owners details, Management Agreements, minute books, fire certificate renewals, insurance policies etc.Arrange, attend, minute all relevant HOA and BC Meetings and execute instructions and distribute minutes timeously from said meetings.Attend to any action items coming out of complex meetings.Assist with the signing of debit order forms and levy recoveriesAttend to owner queries providing an efficient serviceEnsure the efficient and effective administrationand management of related processes:Prepare annual budgets for all HOA and BCAssist with the preparation of the Annual Financial Statements for all HOA and BCEnsure adequate property insurance in place and oversee the submission and management of insurance claimsOversee the preparation of levy clearance certificates and sign off on change of ownerships on MDASign-off of invoices for processing and paymentPrepare for and run billing raising utility charges where requiredOversee the management of utility accounts and any related tasks for complexes under managementUndertake credit control within complexes under management and manage the handover process. Annual budgets compiled timeously, and approval process carried outPreparing relevant documents for AFSAdequate insurance cover in place.Insurance claims submitted.\Levy clearance certificates issued.Invoices signed off for processing and paymentMonthly billing run and statements sent to owners.Utility accounts managed effectively.Effective credit control.Review monthly results and ensure regular andaccurate reporting to all relevant stakeholders / Trustees.Prepare and distribute a monthly report to Trustees.Distribute monthly management accounts to all BC and HOA within deadline dateEffective property management of complexesensuring complex wellness:Regular site visits and management of SLAsOversee the appointment and performance of service providers, ensure expenditure in line with budgetOversee the management of ad-hoc service providers.Oversee that maintenance issues are recorded, and works-orders openedEnsure expenditure of work orders issued are in line with budgets.Oversee complex upkeepCyclic complex visits and report on "wellness."Financial Risk Management:Oversee municipal related processes, comparing charges to the budgetPrepare budgets and authorize expenditure for the departmentAnalyse and formulate responses to all risks associated with the regionPerform all duties, within your vocational abilities, as requestedCarry out any other ad hoc duties as and when required by management.Liaise with different personnel, as is required, to prevent delays and on-time deliveryFinancial:Ensure effective cost saving and waste eliminationAssist with setting Annual Budgets and Quarterly Forecasts for the companyMeet output requirements, while containing expenditureEnsure control and approval of expenses in accordance with the company approvals frameworkHuman Resources:Familiarise yourself with and, at all times, act in accordance with the companys policies and proceduresPromote diversity, equal opportunity and fair treatment in the workplaceEnsure consistent adherence to & application of the companys disciplinary code, grievance procedures and relevant legislationExecute company EE plan, procedures and targetsQuality Compliance:Comply with Quality requirements as outlined by the company Procedures and Written Instructions in all tasks and activitiesEnsure that the required procedures and Quality standards are adhered toEnsure high quality standards of work are adhered to at all timesComplete all documentation timeously and accuratelySafety, Health & Environmental:Carry out any duty or requirement imposed on the company by the OHS ActEnsure that the requirements of the OHS Act are complied with by every person under your supervisionEnsure that reasonably practicable steps are taken to identify, manage or eliminate any hazards or potential hazards to the safety or health of employeesReport any unsafe or unhealthy situations to the Managing DirectorJob Requirements:Diploma or Degree in Management Paddocks UCT Sectional Title / HOA Management Course qualification Registered with the EAAB holding a valid FFC advantageousThree years experience in managing Sectional Title Schemes / HOAs as well as complex management Experience in overseeing and management of staff
