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
