Managing Agent / Portfolio Manager

  • Placement Dynamics
  • Stellenbosch, Western Cape, South Africa
  • Jul 26, 2017
Permanent Real Estate

Job Description

Managing Agent / Portfolio Manager

Location:  Stellenbosch Somerset West 

Offer:        R15 000, 00 to R18 000,00 (Depending on experience)

Available: Immediately

Type:  Permanent


Application Instruction:

CV and a professional cover photograph to liesel @ placedynamics . co . za


Essential Requirements:

Own transport (site visits)

Drivers Licence

Must be willing to work after hours and on Saturdays for meetings

High pressure environment complex environment

Results driven



Customer Service orientated (non-negotiable)

A minimum of 8 years of work experience (Administrative & Financially)

Property management experience essential

Relevant Qualification would be an advantage


Knowledge required:

Sectional Titles Act and Constitutions

Computer Packages


Meetings procedure

Building Maintenance


Role Objective / Purpose:

To assist Trustees of Sectional Title Schemes and Homeowners Associations by ensuring the professional management of their properties


Key Performance Areas:

  • Financial Management
  • Administrative Services
  • Meeting Services
  • Insurance Services
  • Project Management
  • Maintenance and Repair Services
  • Legal and conflict resolution assistance
  • Customer Service


Role description: 
Financial Management

Management of current and investment account at the bank

Collection of levies (accounts are sent out monthly)

Account payments of the board / association, e.g. electricity, garden maintenance, service and repairs, UIF, Tax, VAT etc.

Depositing all funds received in the governing body's own bank account.

Provide clearance certificates

Maintain Asset registers where applicable


Administrative Services

Keeping of a complete set of accounting books

Records of each owner's levy statements

Arranging annual accounting audits by the auditor of the board

Preparation of the annual budget for calculation of the charges

Setup and maintain employee contracts, statutory requirements, compensation and leave

Handling all correspondence

Secretarial services, e.g. sending letters to residents or owners, copies of house rules, etc.

Keeping of minutes, rules, plans, and insurance policies


Meeting Services

Arranging Trustee / Management Committee - and Annual General Meetings

See to proxies, nominations, agendas, etc. for the AGM

Attending meetings

Keep and distribution of all minutes

Assist and advise the trustees / management committee on the procedures regarding matters such as general meetings, special general meetings, quorums, proxies, decisions, voting rights, etc.


Insurance Services

Assisting the Board of Trustees in determining and arranging replacements for insurance purposes and arrangements for appraisals

Obtaining quotes for the best available premiums

Arranging for insurance of buildings and improvements and any other insurance covering the governing body may need

Dealing with all insurance claims


Project Management

Communication between the contractor and Board of Trustees or Executive Committee

Keeping record of the budget

Arrange for Quality Control

Monthly building inspection

Health & Safety


Maintenance and Repair Services

Receiving of all matters relating to maintenance of the building and common areas

Obtaining quotations for repairs and giving instructions to contractors for smaller repairs

Submission of quotations for larger repairs and improvements to the Board of Trustees and Executive Committee

Payment of contractors from the governing bodies own bank account after inspection of the work by the Board of Trustees or Executive Committee or place their proxy and payment is approved

Legal and Conflict Resolution Assistance

Assist where conflict between trustees, owners, tenants, residents and their guests

Assist trustees in problem situations with research / studies and suggest solutions


Customer Service and Communication

Place yourself in the customer's shoes and determine their expectations

Provide efficient and timeous service

Communicate at all times in a professional, friendly and helpful manner

Monthly reporting to trustees

Work with the trustees to ensure excellent sound management of the body corporate.


Skills Required

Communication Skills

Computer Literate

Proficient with Excel and Word

Pastel experience advantageous

Goal Orientated


Creative problem-solving skills

Time management


Please take note that initial correspondence will be via email


Correspondence will be entered into with short-listed candidates

If you have not received a reply within 1 week please consider your application unsuccessful


Managing Agent / Portfolio Manager

Job Level


Salary Range

R15 000 - R20 000 per month