Somerset West: Property & Finance Administrator posted by Helderberg Personnel

Purpose of the Role: The Community Scheme Coordinator supports day-to-day administration, financial oversight and governance compliance of sectional title schemes and homeowners associations The role provides training in community scheme management and is ideal for candidates developing a career in property management community governance or estate administration

Key responsibilities include but are not limited to

• Preparing and circulating notices agendas and minutes for trustee and general meetings
• Maintaining scheme records owner registers and filing systems
• Supporting compliance with relevant legislation and management rules
• Liaising with trustees, owners and residents on routine administrative matters
• Compiling and distributing annual reports insurance schedules and trustee packs
• Supporting preparation of annual budgets levy schedules and financial reports
• Issuing levy statements and assisting with arrears monitoring and collections
• Reconciling supplier invoices and payment requisitions for approval
• Assisting with financial queries from owners or trustees
• Logging and tracking maintenance requests
• Obtaining quotations and liaising with contractors and service providers
• Maintaining maintenance schedules and records for the 10-year Maintenance Repair and Replacement Plan
• Conducting or participating in routine site inspections and reporting findings
• Serving as a primary contact point for routine owner and tenant queries
• Preparing correspondence and following up on action items from trustee meetings
• Maintaining professional communication between managing agent trustees and service providers
• Assisting with managing rule compliance and issuing notices when required
• Maintaining confidentiality and integrity in handling scheme information
• Upholding the standards of relevant regulatory bodies
• Committing to continuous learning and development in sectional title management

Criteria

• Matric is essential
• Tertiary qualification or certificate in Property Management | Real Estate Business Administration or equivalent is advantageous
• Knowledge or exposure to community schemes property management or estate administration is preferred
• Proficiency in MS Office and comfort with online management platforms
• Valid drivers licence and reliable transport is essential
• Excellent people | customer service skills
• Strong administrative and organisational skills
• Excellent written and verbal communication – proficiency in both English and Afrikaans
• Attention to detail and accuracy in recordkeeping
• Ability to prioritise tasks and meet deadlines
• Professional service-oriented attitude with strong interpersonal skills and eagerness to learn and grow within the property management sector

Career Progression
Successful candidates will have the opportunity to grow into a Portfolio Manager role overseeing multiple sectional title and HOA schemes with training and mentorship provided by senior management