Job Summary
Overview
My client an NPO running several Retirement Villages throughout Southern Africa with each Village comprising of residential units consisting of a mix of apartments and cottages of different sizes, as well as a clubhouse and access to Health Care Facilities. The Villages are managed by the NPO Foundation specifically set up for this and all operate on a sectional title basis.
My client is urgently recruiting for a Property Portfolio Officer to oversee and take care of the projects and administration for the Cape Town and Pretoria Retirement Villages respectfully – This position will be based in Cape Town and operate out of The NPO Head Office.
This position would be most suitable for someone with a background in Real Estate as well as someone with a lot of experience and who has sat on numerous Residential (Townhouse Complex, Apartment, Retirement Village) Body Corporate / Residential / Homeowner committees & Associations.
Remuneration
My client offers a very competitive remuneration structure – Negotiable
Requirements (preferred)
- Matric
- Tertiary qualification – Diploma – Administration, Finance, Bookkeeping
- Real Estate Agent qualification – NQF 4 – NQF 5 or similar
- Experience with Body Corporate / Residential / Homeowner Committees & Associations
- Excellent Computer literacy (MS Office – word, Excel etc ) – essential must have
Duties and Responsibilities
Sales:
- Set up appointment Bookings
- Actual viewing of all open unit (1 hour per booking)
- General Tours (40 mins per booking)
- Contract compilation and addendums if required
- Explaining the detail of agreement
- Telephone all persons on waiting list in relevance to the units available
- Manage waiting list and update systems at all time
- Load new applications to waiting list
- Communication with applicants updating them on the village (at least twice per year)
- Forward Newsletters etc
- Attend to all new enquiries regarding the villages
- Send out information, application forms etc
- Back up enquiries
RIP/Vacate
- Liaise with family/attorney on what to do
- Unit inspection - Keys, damage report
- Review agreement terms
- Calculated depreciation if needed
- Liaise with village for access control for the estate
- Establish date of refund and terms
- Create a statement of refund
- Obtain statement of arears from Foundation or the retirement village
Upgrade/Renovations
- Establish what work needs to be undertaken in each unit
- Ascertain village maintenance Village refurbishment
- Create a scope of works for each unit
- Investigate material options, tiles, floors, tops, and accessories, research difference suppliers and makes and models for best prices
- Meeting with contractors
- On site meeting with clients to establish extra costs
- Project management and snagging
- Liaison with Village management, notices etc
After Sales
- Liaise with village regarding move dates etc
- Arrange key handover
- Snagging 2 with client
- Follow up concerns
Finance
- Process of all invoices
- Process of bank Statements and investments
- Management of conversion agreements and journals
- Follow up with Establishments on errors or late submissions
- Raising of invoices
- Reconciliation of accounts
- Approval of supplier invoices
- Loading of new residents
- Final Statements to estates
- Levy subsidy management
- Audit management
- Manage Life Right Conversions
- Manage Rentals
Village Support
- MC meetings
- Major Maintenance Support
- Defect management
- Assistance with budget
- Oversight of property in general
General
- Meeting reports
- Spreadsheet completion
- Budget preparation
- Exco meetings
- CEO meetings
- Legislation compliance
- Scanning of files to one drive
- Establishment, Foundation and NPO Support
