Administrative officer / Portfolio Manager

Sectional Title Scheme Portfolio Manager (Administrative) Position

Sectional Title Scheme Portfolio Manager

Position Summary

We are seeking a highly organised and proactive Sectional Title Scheme Portfolio Manager to oversee the day-to-day administration and management of a portfolio of sectional title schemes. The successful candidate will possess exceptional administrative, communication, and problem-solving skills, with the ability to manage multiple priorities while maintaining a high level of professionalism and customer service.

This role is predominantly administrative and requires someone who is detail-oriented, solutions-driven, and capable of building positive working relationships with trustees, directors, owners, tenants, service providers, and colleagues. The successful candidate will work in a supportive, collaborative team environment within a safe and quiet office setting.

Key ResponsibilitiesAdministrative Management

• Manage the day-to-day administration of a portfolio of sectional title schemes.
• Respond to and manage a high volume of emails and correspondence promptly and professionally.
• Maintain accurate records, files, and documentation for each scheme.
• Prepare and distribute notices, circulars, correspondence, and other communications.
• Ensure compliance with applicable legislation, scheme rules, and management procedures.

Trustee and Director Liaison

• Act as the primary point of contact for trustees and directors.
• Provide professional advice and administrative support to trustees regarding the management of their schemes.
• Assist trustees in implementing resolutions and carrying out management decisions.
• Build and maintain strong working relationships with trustees and directors.

Meeting Administration

• Arrange and coordinate trustee meetings, annual general meetings, special general meetings, and other meetings as required.
• Prepare meeting agendas in consultation with trustees.
• Compile and distribute meeting packs and supporting documentation.
• Attend meetings where required and accurately record minutes and action items.
• Follow up on resolutions and ensure implementation of decisions.

Maintenance Coordination

• Receive, assess, and coordinate maintenance requests from owners, tenants, trustees, and managing agents.
• Obtain quotations and liaise with contractors and service providers.
• Monitor maintenance projects to ensure work is completed efficiently and to an acceptable standard.
• Follow up on outstanding maintenance issues and provide regular updates to trustees.

Stakeholder Communication

• Liaise professionally with:
• Trustees and directors
• Owners
• Tenants
• Managing agents
• Service providers
• Contractors
• Municipal authorities where necessary
• Resolve queries and complaints efficiently and diplomatically.
• Maintain excellent customer service standards at all times.

Service Provider Management

• Obtain quotations for repairs and maintenance.
• Coordinate appointments with contractors.
• Monitor contractor performance and ensure contractual obligations are fulfilled.
• Verify completion of work before payment recommendations.

Problem Solving

• Investigate and resolve day-to-day operational issues affecting schemes.
• Identify practical solutions to maintenance and administrative challenges.
• Escalate complex matters to trustees where appropriate.
• Exercise sound judgment and initiative when dealing with urgent situations.

Minimum Requirements

• Excellent administrative and organisational skills.
• Strong written and verbal communication skills.
• Excellent interpersonal skills with the ability to communicate effectively with people at all levels.
• Strong problem-solving and decision-making abilities.
• Ability to prioritise workload and manage multiple schemes simultaneously.
• High level of attention to detail and accuracy.
• Computer literacy, including Microsoft Office (Word, Excel, Outlook) and property management software.
• Knowledge of the Sectional Titles Schemes Management Act, Community Schemes Ombud Service Act, and related legislation will be advantageous.

Personal Attributes

The ideal candidate will be:

• Highly organised and efficient.
• Professional and dependable.
• Friendly, approachable, and service-oriented.
• Calm under pressure.
• Able to work independently while contributing positively to a team.
• Honest, ethical, and trustworthy.
• Adaptable and solutions-focused.
• Committed to providing excellent client service.

Working Environment

We offer:

• A safe, professional, and quiet office environment.
• A supportive and collaborative team culture.
• Opportunities for professional growth and development.
• The opportunity to build long-term relationships with clients and contribute to the effective management of community schemes.

Core Competencies

• Administration
• Communication
• Customer Service
• Organisation and Time Management
• Problem Solving
• Relationship Management
• Attention to Detail
• Teamwork
• Conflict Resolution
• Professionalism

Pay: R15 000,00 per month

Work Location: In person