Portfolio Officer

The main purpose of this position is for the Portfolio Officer to be the face of Own Haven Property Management in the region and to focus on the effective management of the existing portfolio and growth of the third-party portfolio, achieving enue targets, and maintaining current relationships.

Prepare marketing plans and ensure implementation

Prepare, submit and pursue management proposals to ensure growth targets are met.

Attend functions to promote management services and co-ordinate and attend sponsored events

Ensure the successful take-on of new properties under management

Ensure the efficient and effective landlord administration and management of related processes

Property & owners profile created with relevant documentation uploaded ensuring FICA compliant.

Ensure the efficient and effective tenant administration and management of related processes

Ensure all tenant files are FICA Compliant

Ensure vacancies negated to maximize management fee / revenue income and effectively manage the tenant waiting list.

Manage tenant relationships through tracking customer service levels

Manage tenant procedures in line with owner mandate and company procedures including application, tenanting, billing, vacation & mutation procedures

Regular complex inspections and oversee complex upkeep ensuring within budget

Manage the appointment and performance of service providers including monthly SLA’s and ad-hoc service providers.

Ensure maintenance issues are recorded and works-orders opened

Ensure expenditure of work orders issued are in line with budgets / mandate.

Ensure adequate property insurance in place and oversee the submission and management of insurance claims

Manage community schemes in line with mandates, current procedures, and relevant legislation.

Assist with owner queries providing an efficient service

Prepare and distribute a monthly report to Trustees / Owners.

Manage properties in line with mandate and company procedures including billing and reporting requirements.

Ensure adherence to legislation and changes

Manage landlord mandate to maximization revenue streams

Manage the landlord relationship trough tracking customer service levels

Manage landlord properties in line with mandate and company procedures

Generate and distribute statements for owners and rental statements

Prepare budgets for the community schemes in the portfolio

Bill tenants and owners relevant collection / legal costs incurred

Ensure debit order forms have been completed accurately and completely and ensure implementation

Implement Arrears Procedures

Identify accounts that are in arrears by defined dates and undertake collection processes

Generate and distribute in house demand letters

‘Hound’ defaulters to settle arrear amounts

Implement credit control procedures

Track arrears accounts and enter into arrangements where appropriate.

Hand delinquent payers over to legal representatives

Liaise with attorneys throughout the legal process

Track arrear rentals and receipts

Prepare monthly reports summarising status and work done on owners and tenants as necessary.

Reporting of all credit control collections

Prepare budgets and authorize expenditure for the region

Analyze and formulate responses to all risks associated with the region

Review monthly business unit results and ensure regular and accurate reporting.

Report weekly on vacancies, mandates, mutations, age analysis and submit to the General Manager.

Revenue variance report compiled on a monthly basis.

Oversee and manage direct reports and resource functions with regards to daily activities and requirements

Ensure timeous submission of monthly HR information for salary preparation

Manage staff’s work allocation, performance and development in line with company policies and procedures

Perform all duties, within your vocational abilities, as requested

Carry out any other ad hoc duties as and when required by management

To be considered for this role, the following minimum requirements must be met:

• Registered with PPRA as an Estate Agent, holding a valid FFC advantageous.
• Diploma in Property Management or similar.
• Driver’s licence
• Three years’ experience in a client services/marketing & management environment.
• Managing third party properties advantageous.
• Experience in overseeing and managing staff
• Basic understanding of the Rental Housing Act & Sectional Title Schemes Act.
• Own vehicle and willing to use for work.

R18K - R21K CTC

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