Role Summary
To assist with the running of the Stonewood client properties portfolio.
This position entails being a "face" of the organisation to the clients, and the management of this
relationship is of paramount importance
KEY WORK OUTPUTS AND ACCOUNTABILITIES
Managing the e-mail requests by:
- Reviewing and assessing mails in terms of requirements and issues.
- Attending to requirements and issues raised in the mails or assigning mails to relevant staff which will have the required skills to deal with these matters.
- Monitoring the resolution of the matters raised above.
- Attending to mails at first level and closing the matters.
- Reports to the National Manager.
Preparation of the AGM by:
- Ensuring that all requirements are dealt with to have a legally constituted meeting.
- Ensuring proper and correct minutes of the meeting are taken or that the meeting is recorded if given permission by all attendees.
- Attending the Annual General Meeting.
- Distributing Notice pack via e-mail, hand delivery or posting to trustees.
Preparing Insurance schedules by:
- Consulting with Insurance brokers that the annual insurance policy is renewed and updated.
- Ensuring the annual fire equipment service is done and the COC sent to the brokers.
- Consult with the brokers appointed on all claims till finalisation.
- Dispatching service providers if required for repairs if not sent by the brokers.
- Ensuring that an individual building is done every three years as per the STMA.
- Consulting with Accountant to get Latest audited financials.
Obtaining Audited financial statements by:
- Ensuring all the necessary information regarding the audit is sent to the auditors timeously or downloaded by the auditors from WeconnectU portal.
- Ensuring draft is sent to all trustees/directors.
- Ensuring the last version is signed off by trustees/directors and auditors before calling for the AGM to be held.
Updating conduct and management rules by:
- Consult with trustees/directors to update current conduct and management rules for schemes.
- Ensuring that relevant documentation is completed by all.
- Assisting with the Registration of all rules with the ombudsman's office and consulting with lawyers if so, required by the trustees/directors.
Maintaining the office by:
- Ensuring all filing is done and kept as per the statutory requirements.
- Maintaining all databases for all schemes.
Keeping files up to date as per client requiremen
Desired Skills:
Desired Work Experience:
Desired Qualification Level:
