Company: Residentia Trust (Pty) Ltd

Location: Unit 605, St Andrews Building, Somerset Links Office Park, Somerset West, 7140
Salary: Market Related
Industry: Property Management

Position Start Date: 08 January 2025 or earlier if available.

South African Citizens Only

Residentia Trust is one of the leading Managing Agents in the Western Cape, with a reputation for delivering outstanding property services. Since 1968, Body Corporate, Home Owners and Property Associations have trusted us to manage their residential and commercial property investments.

Our fast paced, ever growing company requires a Property Portfolio Manager to join our dynamic team and take care of a portfolio of properties consisting of +- 15 Schemes.

To find out more about us, please visit: www.residentiatrust.co.za            

KEY DUTIES

ADMINISTRATION & ADVISORY

• Obtain Insurance Quotes for the assets of the Community Scheme, which includes the buildings and improvements to the common property, fidelity insurance, public liability insurance and other Community Scheme assets and conclude the Insurance Policy.
• Obtain valuations of the building and improvements to the common property.
• Submission of common property insurance claims and reporting Individual Owner claims to the Insurance Broker who will advise and assist with the individual owner claim.
• Assisting and Advising the Trustees on the interpretation of the Sectional Titles Act, Constitution, Management and Conduct Rules adopted by the Community Scheme and advise procedures to effectively manage same.
• Informing Trustees of latest developments in legislation and other matters that may concern the Community Scheme, on such request.
• Should the Scheme wish to draft, amend, update, or consolidate their conduct and management rules, Constitution, internal policies/procedures/documents, Memorandum of Incorporation, architectural guidelines, or builders code of conduct, the Portfolio Manager will assist through obtaining quotes from expert attorneys/professionals to do so, provide input from a management perspective and submit to CSOS.
• Advise on the correct process for raising special levies, draft the required resolution stipulating the reason for raising the special levy and circulate the decision to all owners, pertain to any owner queries in respect of the special levy raised.
• Distribution and explaining monthly debtor arrear reports and their status.
• Submit CSOS forms which includes Submission of Annual Return, Amendment of Rules, Change of Address, Registration of Community Scheme, Application of Approval of a Special or Unanimous resolution.
• Explanation of the key benefits, assisting owners and trustees to navigate the Online Owner and Trustee Portals, which include uploading and sharing important documentation and information on such portals.
• Municipal debt arrangements, obtaining sectional plans, building plans or other legal documents.
• The Community Scheme will appoint a specific Architect/Professional/Estate Manager who will ensure that new buildings, renovations, alterations, or additions complies with the Schemes Architectural Guidelines, Builders Code of Conduct, and regulations/legislation. The Portfolio Manager will assist through connecting the parties, collecting, investing, payment of the applicable costs/deposits.
• Incident reports and pet approval applications will be collected in a prescribed form and submitted to the Trustees for consideration and/or decision.

SECRETARIAL

• The Portfolio Manager will arrange, attend, and facilitate the Annual General Meeting.
• The Portfolio Manager will arrange, attend, and facilitate meetings of Trustees/Members.
• Attending to meeting agendas, proxies, confirmation of quorum, voting slips, nominations, drafting, and typing of meeting minutes and circulation.
• Assisting and advising the Board of Trustees on the procedural matters such as annual general meetings, special general meetings, quorums, proxies, resolutions, voting rights.
• The Portfolio Manager will arrange, attend, facilitate online meetings and/or hybrid meetings, which include online voting polls on Meeting Space and visual communication via Microsoft Teams.
• Drafting and distribute Levy Increase resolutions, Levy Increase letters, with the approved levy schedules and/or approved budget.
• Storing and Maintaining; Minutes of meetings, minute books, resolutions, attendance registers, register of members and tenants, Participation Quota’s, Conduct and Management Rules, Insurance policies, Employee records, Building Documents/Plans, and any other relevant records of the Community Scheme.
• Preparing and dispatching of circulars relevant to the services selected in this Management Agreement.
• Preparing, dispatching, explaining of all warning and penalty letters.

ACCOUNTING & REPORTING

• Receive and validate Supplier Invoices, obtain approval for payment (if not pre-approved as per the budget or service level agreement
• The explanation of the annual Budget to the Trustees and members.

MAINTENANCE

• Source and Vet Suppliers and obtain request to quotes.
• Communicate on behalf of the Trustees with stakeholders regarding the day-to-day maintenance of the Community Scheme.
• Included in our standard service offering is off-site maintenance assistance where the Portfolio Manager will distribute requests to quote in respect of common area repairs and connect the supplier and maintenance trustee (or its representative) who will liaise with one another to provide access for the supplier to quote. The Maintenance Trustee (or its representative) will also be required to supervise (If supervision is necessary) and/or sign of the quote/job card and submit approval to the Portfolio Manager to effect payment.
• Pertain to site visit and prepare formal inspection reports.