Managing Agent

*Our client requires the service of a Managing Agent who will be responsible for providing support to Trustees of Sectional Title Schemes and Homeowners Associations by ensuring professional management of their property.* *Key performance areas:* Administrative duties: * Maintain a complete set of accounting books. * Keep records of each owner's levy statements. * Arrange annual accounting audit with the Auditor of the governing body. * Preparation of the annual budget for calculating the levies * Preparation and maintenance of employee contracts, statutory requirements, remuneration and leave * Handling of all correspondence of the Legal Entity / Association. * Various secretarial services e.g. sending letters to residents or owners, copies of house rules, etc. * Record keeping of minutes books, rules, plans, insurance policies, etc.   Meeting Services: * Arranging trustee / management committee and annual general meetings. * Take care of proxies, nominations, agendas, etc. for the AGM. * Taking and sending out of minutes. * Assist and advise the trustees / management committee on the procedures regarding matters such as general meetings, special general meetings, quorums, proxies, resolutions, voting rights, etc.   Customer Service and Communication: * Provide efficient and timely service * Communicate professionally, friendly and helpful at all times. * Monthly reporting to trustees * Work with trustees with all actions to ensure excellent good governance of the legal entity.   Legal and Conflict Resolution Assistance: * Provide assistance where conflict arises between trustees, owners, tenants, residents and their guests within the Act as well as with the assistance of NAMA and Equillor. * Assist trustees with exceptional or problem situations with research / investigations to suggest solutions   Financial Management: * Control of current account as well as investment account at bank. * Collection of levy fees and overdue levies in collaboration with lawyers where necessary. * Ensure invoices are sent out on a monthly basis. * Settlement of all accounts of the governing body / association, e.g. electricity, garden service, maintenance and repairs, UIF, Remuneration Commissioner, tax, VAT etc. * Deposit of all funds received in the governing body's own bank account. * Provision of clearance certificates. * Maintaining Asset Registers where applicable.   Maintenance and Repair Services: * Receipt of all matters relating to maintenance of the building and common area. * Collection of quotations for repairs and giving instructions to contractors for minor repairs. * Submission of quotations for major repairs and improvements to the Board of Trustees and Management Committee. * Payment of contractors from the governing body's own bank account after inspection of the work has taken place by the Board of Trustees or Management Committee or their p