Portfolio Administrator

We are looking for an experienced Community Schemes Portfolio Administrator / Portfolio Manager to manage a portfolio of sectional title schemes, body corporates, homeowners associations and full title estate schemes.

This is a senior administrative and portfolio management role for someone who is already highly experienced in community scheme management and can manage schemes independently from start to finish, without handholding.

The successful candidate must be confident dealing with trustees, directors, owners, residents, service providers, managing agents, attorneys, auditors and regulatory bodies.

Key responsibilities

The successful candidate will be responsible for the full administration and management of community schemes, including:

Managing sectional title schemes, body corporates, homeowners associations and full title schemes.

Preparing and managing annual budgets, levy estimates and financial planning for schemes.

Ensuring schemes operate within approved budgets.

Preparing monthly management reports and financial reporting packs.

Managing levy billing, levy collections, arrears follow-ups and related owner communications.

Coordinating and administering AGMs, SGMs, IGMs, trustee meetings, directors’ meetings and committee meetings.

Preparing meeting notices, agendas, minutes, resolutions and action lists.

Ensuring compliance with applicable legislation, scheme governance documents and approved rules.

Assisting with the enforcement of body corporate conduct rules, management rules, HOA rules, estate rules, codes of conduct and aesthetic or architectural guidelines.

Liaising with owners, trustees, directors, residents, contractors and professional service providers.

Managing owner queries, complaints, disputes and rule contraventions professionally and timeously.

Coordinating maintenance matters, service provider appointments, quotations and approvals where required.

Working with auditors, attorneys, CSOS-related matters and other professional advisors.

Ensuring proper record keeping, document control and portfolio administration.

Using WeConnectU and other property management systems for scheme administration, levy management and reporting.

Minimum requirements

Applicants must have:

At least 10 years’ experience in sectional title, body corporate and homeowners association management.

Strong working knowledge of the Sectional Titles Schemes Management Act, prescribed management rules and conduct rules.

Good understanding of the CSOS Act, CSOS processes and community scheme dispute resolution.

Experience with body corporate management, including trustees, owners, levies, budgets, meetings, rules and compliance.

Experience with homeowners association management, including full title estates, directors, members, estate rules and architectural or aesthetic guidelines.

Working knowledge of the Companies Act, particularly as it relates to non-profit companies / NPCs used for homeowners associations.

Ability to read, understand and apply MOIs, conduct rules, management rules, estate rules, architectural guidelines and governance documents.

Experience preparing budgets, levy schedules, levy estimates and monthly portfolio reports.

Experience arranging and managing AGMs, SGMs, IGMs, trustee meetings and directors’ meetings independently.

Experience with levy collections, arrears processes and owner account queries.

Experience using WeConnectU will be strongly preferred.

Excellent written and verbal communication skills.

Strong administrative ability, attention to detail and follow-through.

Ability to manage conflict professionally and enforce rules fairly and consistently.

Ability to work independently, prioritise tasks and manage a portfolio from end to end.