Overview
Community Scheme Manager Jobs in Pretoria at Trafalgar Property Management (Pty) Ltd
Important Notice:
Applications will only be considered from candidates with a minimum of five (5) years of experience in sectional title management.
Job purpose:
The primary focus of the Community Scheme Manager is to manage all facets of their portfolio and ensure accurate, consistent, and prompt financial and administrative management in line with world-class service delivery and the management agreement.
Role Scope, Activities, and Timing:
Responsibilities include tasks related to bank accounts, insurance, rule enforcement, maintenance, service providers, clearances, levy collection, creditor payments, scheme employees, records, property portals, general meetings, trustee management, administration, financial management, taxation, CSOS compliance, POPIA & PAIA, and general operations.
Accountabilities:
Meeting deadlines and responsibilities.
Trust and investment fund management.
Continuous enhancement of SA property law knowledge.
Ensuring contractor compliance.
Transfer and management of unit portfolios.
Levy collections and cash management.
Staff payroll compliance.
Accurate scheme documentation and archiving.
Promoting property portals to trustees.
Preparing general meetings per regulatory requirements.
Trustee/director guidance on scheme matters.
Statutory compliance.
Internal audit scores and action log closure.
PA and support team management.
Meeting service standards and deadlines.
Contributing to team performance.
Financial management of a portfolio of Schemes and sign off on Scheme control schedule as completion of same
Management of support team processes
Effective owner relationship management
Achieving 24hr turnaround time (deadlines) and maintaining world class service delivery with the 1st time right approach
Contribution and alignment to the Community Schemes work stream of Trafalgar in terms of best practice
Bank Accounts
Get a bank mandate signed (Investment Accounts)
Obtain FICA and FATCA documents
Open Investment Accounts
Transfer of funds between Trust and Investment Accounts
Insurance
Arrange regular valuations
Renewals are done timeously
Ensuring premiums are paid to date
Insurance certificate requests
Insurance Claims Management
Insurance Excess (Prescribed Management Rules 29)
Enforcement of Act and Rules
Advising of Sectional Title & HOA matters, supporting the trustees
Maintenance and Service Providers
Building Assessments
Regular Scheme Inspections
Maintenance Planning
Maintenance Issues
Fire Equipment
Service Providers:
Review of the SLA
Contract with the Scheme
Collection of Levies
Ensuring levies are charged in line with PQ as per the approved budget
Review monthly debtors to ensure cash flow
Ensure resolutions are signed:
Handover resolution
Interest resolution
Levy resolution
Ensure descriptions on Unibase/Unibrowse are correct
Scheme Employees
Ensuring all employees sign contract of employment
Certified ID copies
Certified Bank statement
Registration of WCA
Management of staff loans
Management of leave
Authorization of 07 reports
Continuous liaison with HR regarding labour issues
Promote Body corporate provident fund
General Meetings
Annual General Meeting
Trustee Meeting
Special General Meeting
Action Log Management per Scheme
Financial
Budget preparations (ensure the approved budget is loaded timeously on Unibase/Unibrowse)
Review Unapproved/no budget loaded report with Accountant
Review monthly Management Report pack
Insolvent Schemes action log
Review Bookkeeper control schedule with Accountants
Review of draft financial statements
Management of Scheme loans & recovery of same via a special levy
Promotion of levy solution for distressed buildings
Review of Qdoc’s pre-audit file
Timeous management fee increase (Trafalgar) notification as per approved budget
Funded Balances review
Review of GL 4189 (insurance claims)
Z account cleanup
Ensuring approved charts of accounts are used (GL Codes)
Review of municipal accounts reconciliation
Creditor reconciliation management review
CSOS
Register all Schemes with CSOS
CSOS annual returns
Rules approved by CSOS
Ensure CSOS levies are raised and paid over
Deal with CSOS disputes
POPIA & PAIA
Register Information Officer for each Scheme (Promote Trafalgar as IO)
Work through POPIA Toolkit with Information Officer
Assist Information Officer with PAIA Manual
Qualifications:
Tertiary qualification (ideally in commerce, law, finance, or property studies).
Personal Attributes:
At least two years as a Community Scheme Manager (external candidates).
At least two years as a Junior Community Scheme Manager (internal candidates).
One year in a bookkeeping environment (external candidates).
Paralegal background (advantageous).
Title: Community Scheme Manager
Company: Trafalgar Property Management (Pty) Ltd
Location: Pretoria
