Vacancy Portfolio Manager Sectional Title Century City

Vacancy Portfolio Manager Sectional Title Century City We are seeking a competent and experienced Portfolio Manager to manage a portfolio of sectional title schemes on behalf of their respective Bodies Corporate. The successful candidate will serve as the primary liaison between our managing agency and the Trustees, owners, and service providers of each scheme, ensuring that all schemes are administered in full compliance with applicable South African legislation - including the Sectional Titles Schemes Management Act (STSMA), the CSOS Act, and the Occupational Health and Safety Act.

This is a multifaceted role requiring strong financial management capabilities, a thorough understanding of sectional title governance, proven operational and maintenance management skills, and the ability to build and sustain professional relationships with a diverse range of stakeholders.

JOB DESCRIPTION

Department

Body Corporate

Reports To

Director and Head of Body Corporate Department

Employment Type

Full-Time, Permanent

Location

Century City

Sectional Titles Act 95 of 1986; STSMA (Act 8 of 2011); CSOS Act; POPIA

Please note that only Cape Town based candidates will be considered.

1. POSITION OVERVIEW The Portfolio Manager: Sectional Title is responsible for the comprehensive day-to-day management of a portfolio of sectional title schemes on behalf of their respective Bodies Corporate. The incumbent acts as the primary point of contact between the managing agent and the Trustees, owners, and service providers of each scheme under management. The role demands a thorough, practical understanding of sectional title legislation in South Africa, sound financial acumen, exceptional communication skills, and the ability to manage multiple priorities across a diverse portfolio simultaneously.

2. KEY PERFORMANCE AREAS

• Prepare, compile, and present annual operating and reserve fund budgets for each Body Corporate in accordance with the Sectional Titles Schemes Management Act (STSMA) and the prescribed rules.
• Monitor actual expenditure against approved budgets and produce monthly variance reports for Trustee review.
• Oversee the collection of levies, special levies, and any other charges due to the Body Corporate.
• Actively manage arrear levy collections in accordance with the scheme's collections policy, including:
• Issuing of formal demand letters and managing the handover process to attorneys.
• Liaising with the Body Corporate's appointed attorneys regarding debt recovery proceedings.
• Providing monthly arrears reports to Trustees with commentary and recommended action.
• Liaise with designated Financial Trustees on all matters pertaining to scheme finances.
• Ensure adequate cash flow management and advise Trustees when reserve funds require replenishment.
• Review and authorise payments to service providers within approved limits.
• Analyse and report on comprehensive monthly management accounts to Trustees, including income statements, balance sheets, aged debtor listings, and reserve fund status.

2.2 Scheme Administration & Governance

• Maintain the scheme's statutory records in compliance with the STSMA and Prescribed Conduct and Management Rules.
• Check and advise on adjustment of levy schedules, recoveries, and special levy billing accurately on the property management system.
• Coordinate, attend, and minute all Trustee meetings, Annual General Meetings (AGMs), and Special General Meetings (SGMs) in accordance with applicable legislation and prescribed rules.
• Prepare notice packs, agendas, supporting documentation, and resolutions for all Body Corporate meetings within the legislatively required timeframes.
• Take accurate and comprehensive minutes and distribute same to all owners and Trustees within the required period.
• Action all matters arising from meetings and maintain a resolution register to track progress.
• Manage the scheme's compliance with CSOS (Community Schemes Ombud Service) requirements, including:
• Annual CSOS levy calculation and submission.
• Submission of required scheme documentation to the CSOS.
• Handling and responding to CSOS dispute applications involving the scheme.
• Ensure ongoing compliance with the Protection of Personal Information Act (POPIA) in respect of owner and occupant data held and processed.
• Administer all owner and tenant correspondence, complaints, and enquiries professionally and within agreed response timeframes.
• Manage all insurance-related matters for the scheme, including:
• Annual insurance renewal and ensuring adequate replacement value coverage for all sections and common property.
• Lodging and managing insurance claims on behalf of the Body Corporate.

2.3 Maintenance & Operations Management

• Develop, implement, and manage an annual maintenance plan in consultation with Trustees, aligned with the approved budget.
• Implement and oversee a preventative maintenance programme to protect the long-term value of the scheme's common property.
• Oversee day-to-day and emergency maintenance requirements, including after-hours emergency response coordination.
• Source, appoint, and manage approved maintenance contractors in accordance with the scheme's procurement policy, ensuring:
• Valid insurance certificates (public liability and employer's liability) are maintained.
• Written quotations are obtained and approved prior to works commencing.
• Works are completed to specification, on time, and within budget.
• Final invoices are verified against scope of work before payment authorisation.
• Manage all operational contractors (cleaning, landscaping, security, pest control, lift maintenance, etc.) including contract renewals and performance monitoring.
• Oversee and manage on-site Building Managers and maintenance staff where applicable.
• Ensure compliance with the Occupational Health and Safety Act (OHSA) across all scheme properties.
• Conduct regular physical inspections of all buildings within the portfolio and compile detailed inspection reports for Trustees (if not compiled by Building Manager).
• Prepare and distribute monthly operations and maintenance reports to Trustees, including outstanding maintenance items and contractor performance summaries (if not compiled by Building Manager).
• Manage capital improvement projects where required, including project management, contractor coordination, and reporting to Trustees.

2.4 Stakeholder Relations & General Management

• Serve as the primary point of contact for all Trustees, owners, occupants, and tenants within the portfolio.
• Build and maintain professional, constructive working relationships with all scheme stakeholders.
• Handle owner and occupant complaints, rule violations, and conduct disputes in accordance with the scheme's prescribed conduct rules and the CSOS dispute resolution process.
• Liaise with attorneys, local municipality, and relevant authorities on behalf of Bodies Corporate as required.
• Maintain professional working knowledge of all legislation, regulations, and community scheme industry best practices relevant to sectional title management.
• Ensure that all scheme records, correspondence, and documentation are accurately filed and accessible on the company's document management system.

Note: The Portfolio may expand over time with the addition of new schemes as the Portfolio Manager's capacity allows. The above constitutes the primary duties of the role but is not limited thereto.

3. MINIMUM QUALIFICATIONS & EXPERIENCE 3.1 Formal Qualifications

• Matric / Grade 12 (essential).
• Tertiary qualification in Property Management, Business Administration, or a related field (advantageous).
• CPMD (Certificate in Property Management and Development) or equivalent EAAB-recognised qualification (advantageous).

3.2 Industry-Specific Knowledge & Experience

• Minimum 3-5 years' experience in sectional title property management in South Africa - non-negotiable.
• Demonstrable working knowledge of the following legislation:
  • Sectional Titles Act 95 of 1986
  • Sectional Titles Schemes Management Act 8 of 2011 (STSMA) and its Regulations
  • Community Schemes Ombud Service Act 9 of 2011 (CSOS Act)
  • Prescribed Management Rules (PMR) and Prescribed Conduct Rules (PCR)
  • Occupational Health and Safety Act 85 of 1993 (OHSA)
  • Protection of Personal Information Act 4 of 2013 (POPIA)
• Experience chairing or minuting AGMs and Trustee meetings in compliance with scheme rules and STSMA requirements.
• Proven experience preparing and managing Body Corporate budgets, reserve fund schedules, and monthly management accounts.
• Practical experience managing levy arrears collections and attorney handover processes.
• Experience with CSOS levy submissions and familiarity with the CSOS dispute resolution process.
• Experience managing sectional title insurance, including valuations and claim management.
• Knowledge of maintenance management, including contractor procurement, OHS compliance, and preventative maintenance planning.

3.3 Technical & Systems Skills

• Proficiency in a recognised property management software system (MDA or similar) - essential.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook) - essential.
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