Community Scheme Manager

Important Notice:

Applications will only be considered from candidates with a minimum of five (5) years of experience in sectional title management.

Job purpose:

The primary focus of the Community Scheme Manager is to manage all facets of their portfolio and ensure accurate, consistent, and prompt financial and administrative management in line with world-class service delivery and the management agreement.

Role Scope, Activities, and Timing:

Responsibilities include tasks related to bank accounts, insurance, rule enforcement, maintenance, service providers, clearances, levy collection, creditor payments, scheme employees, records, property portals, general meetings, trustee management, administration, financial management, taxation, CSOS compliance, POPIA & PAIA, and general operations.

Accountabilities:

• Meeting deadlines and responsibilities.
• Trust and investment fund management.
• Continuous enhancement of SA property law knowledge.
• Ensuring contractor compliance.
• Transfer and management of unit portfolios.
• Levy collections and cash management.
• Staff payroll compliance.
• Accurate scheme documentation and archiving.
• Promoting property portals to trustees.
• Preparing general meetings per regulatory requirements.
• Trustee/director guidance on scheme matters.
• Statutory compliance.
• Internal audit scores and action log closure.
• PA and support team management.
• Meeting service standards and deadlines.
• Contributing to team performance.
• Financial management of a portfolio of Schemes and sign off on Scheme control schedule as completion of same
• Management of support team processes
• Effective owner relationship management
• Achieving 24hr turnaround time (deadlines) and maintaining world class service delivery with the 1st time right approach
• Contribution and alignment to the Community Schemes work stream of Trafalgar in terms of best practice

Bank Accounts

• Get a bank mandate signed (Investment Accounts)

• Obtain FICA and FATCA documents

• Open Investment Accounts

• Transfer of funds between Trust and Investment Accounts

Insurance

• Arrange regular valuations

• Renewals are done timeously

• Ensuring premiums are paid to date

• Insurance certificate requests

• Insurance Claims Management

• Insurance Excess (Prescribed Management Rules 29)

Enforcement of Act and Rules

• Advising of Sectional Title & HOA matters, supporting the trustees

Maintenance and Service Providers

• Building Assessments

• Regular Scheme Inspections

• Maintenance Planning

• Maintenance Issues

• Fire Equipment

• Service Providers:

• Review of the SLA

• Contract with the Scheme

Collection of Levies

• Ensuring levies are charged in line with PQ as per the approved budget

• Review monthly debtors to ensure cash flow

• Ensure resolutions are signed:

• Handover resolution

• Interest resolution

• Levy resolution

• Ensure descriptions on Unibase/Unibrowse are correct

Scheme Employees

• Ensuring all employees sign contract of employment

• Certified ID copies

• Certified Bank statement

• Registration of WCA

• Management of staff loans

• Management of leave

• Authorization of 07 reports

• Continuous liaison with HR regarding labour issues

• Promote Body corporate provident fund

General Meetings

• Annual General Meeting

• Trustee Meeting

• Special General Meeting

• Action Log Management per Scheme

Financial

• Budget preparations (ensure the approved budget is loaded timeously on Unibase/Unibrowse)

• Review Unapproved/no budget loaded report with Accountant

• Review monthly Management Report pack

• Insolvent Schemes action log

• Review Bookkeeper control schedule with Accountants

• Review of draft financial statements

• Management of Scheme loans & recovery of same via a special levy

• Promotion of levy solution for distressed buildings

• Review of Qdoc’s pre-audit file

• Timeous management fee increase (Trafalgar) notification as per approved budget

• Funded Balances review

• Review of GL 4189 (insurance claims)

• Z account cleanup

• Ensuring approved charts of accounts are used (GL Codes)

• Review of municipal accounts reconciliation

• Creditor reconciliation management review

CSOS

• Register all Schemes with CSOS

• CSOS annual returns

• Rules approved by CSOS

• Ensure CSOS levies are raised and paid over

• Deal with CSOS disputes

POPIA & PAIA

• Register Information Officer for each Scheme (Promote Trafalgar as IO)

• Work through POPIA Toolkit with Information Officer

• Assist Information Officer with PAIA Manual

Qualifications:

Tertiary qualification (ideally in commerce, law, finance, or property studies).

Personal Attributes:

• At least two years as a Community Scheme Manager (external candidates).
• At least two years as a Junior Community Scheme Manager (internal candidates).
• One year in a bookkeeping environment (external candidates).
• Paralegal background (advantageous).