Charmaine Gerber
Portfolio Sectional Title Manager, Property Development Administrator, Property Maintenance Co-ordinator
Port Elizabeth
Summary
Personable Sectional Title Portfolio Manager with 15 years of experience prioritizing multiple tasks requiring prompt solutions. Talented problem-solver managing workloads while greeting visitors, answering incoming phone calls and fulfilling staff members' requests. Professional and welcoming in creating upbeat work environment. Passion is property and I enjoy working to high standards.
Overview
29
29
years of professional experience
Work History
Property Maintenance Co-ordinator
Just Property (Pty) Ltd
02.2024 - Current
- Manage day to day property management activities including attending to all maintenance requests telephonically or via the maintenance ticketing system.
- Arrange contractor quotes, negotiate prices plus plan time line for repairs.
- Arrange property inspections.
- Plan and schedule daily , weekly and monthly tasks.
- Communication liaison between tenants and landlords and agents.
- Monitoring client satisfaction through follow ups and solving client issues effectively.
- Sourcing and interviewing contractors.
- Collaborate with clients to identify and implement value added services.
- Oversee interim, entry and exit inspections,
- Deposit processing , obtaining quotes and facilitating damage repairs, communication with tenants and landlords regarding
- liability. Assisting with dispute resolution between parties involved.
- Staying up to date with all legal and systems training.
- Handle insurance claims.
Office Administrator
100% Properties (Pty) Ltd
11.2022 - 08.2023
- Coordinated communications, registration, recordkeeping, and other administrative functions
- Maintained electronic and paper filing systems for easy retrieval of information
- Facilitated office productivity, coordinating personnel schedules whilst keeping to urgent deadlines
- Maintained professional demeanor by staying calm when addressing unhappy or angry customers
- Assisted in organizing and overseeing all snags on development of 6 blocks of apartments
- Improved staffing during busy periods by creating employee schedules and monitoring call outs.
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions
- Interacted with customers by phone, email, or in-person to provide information
- Conducting market research on rental prices of comparison properties
- Ensuring that all properties and common areas well maintained
- Meeting with potential tenants from application to approval and lease agreements
- Assisted with onsite building staff, security, and cleaning staff
- Conducted inspections of apartments to ensure that snags were brought to attention, relaying to various sub contractors, and then ensuring they had been completed.
- Interacted with customers by phone, email, or in-person to provide information.
- Maintained electronic and paper filing systems for easy retrieval of information.
- Oversaw maintenance of office facilities and equipment by collaborating with and inspecting work of repair contractors.
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions.
E-Hailing Manager of 6 Cars
UBER BOLT
11.2017 - 09.2022
- Managed fleet of 6 e-hailing vehicles.
- Maintained professional, organized, and safe environment for employees and patrons.
- Monitored and analyzed business performance to identify areas of improvement and make necessary adjustments.
Sectional Title Portfolio Manager
Trafalgar Property Management
02.2016 - 10.2017
- Daily management of trust and investment funds
- Ensuring that all complexes within the portfolio are adequately insured and premiums are paid on time
- Ensuring that compliant contractors are servicing complexes and are paid correctly
- Aware of all transfers of units within the portfolio
- Facilitating collection procedures and reporting to trustees, debtor, and management of cash
- Facilitation of payroll for HOA and Body corporate compliance and payment processes
- Ensuring all complex documents are archived and filed correctly within company database for traceability
- Preparation of general meetings in line with Sectional Title Act and compliance with usage of standard documentation and notices approved by the company
- Continuous liaison and guidance to trustees in relation to complex matters and financial reporting
- Statutory notice compliance and awareness of quorum requirements relevant to meetings
- Financial management of portfolio complexes
- Ensuring compliance of statutory requirements for all complexes
- Accountable for action log on all complexes providing fast turnaround.
Senior Property Portfolio Manager
TRAFALGAR PROPERTY MANAGEMENT
02.2016 - 10.2017
- Property letting, Management and Financial Services, The primary focus of the Sectional Title Portfolio Manager is to manage all facets of their portfolio and to ensure accurate, consistent, and prompt financial and administrative management, which should be in line with world class service delivery and in accordance with the management agreement
- Get a bank mandate signed (Investment Accounts)
- Open Investment Accounts
- Transfer of funds between Trust and Investment Accounts
- Arrange regular valuations
- Renewals done timeously
- Ensuring premiums are paid to date
- Insurance certificate requests
- Insurance Claims Management
- Advising of Sectional Title & HOA matters, supporting the trustees
- Building Assessments
- Regular Complex Inspections
- Maintenance Planning
- Maintenance Issues
- Fire Equipment
- Service Providers:
- Review of the SLA
- Ensuring levies are charged in line with PQ as per approved budget
- Review monthly debtors to ensure cash flow
- Ensure resolutions are signed:
- Handover resolution
- Interest resolution
- Levy resolution
- Timeous payment of invoices as approved by the trustees
- Maintaining recurring payments in line with contracts & budget for the complex
- Budget preparations (ensure approved budget is loaded timeously on Unibase)
- Review Unapproved/no budget loaded report with Accountant
- Insolvent complexes action log
- Review Bookkeeper control schedule with Accountants
- Review of draft financial statements
- Management of complex loans & recovery of same via special levy
- Timeous management fee increase (Trafalgar) notification as per approved budget
- Creditor reconciliation management review
- Accountabilities
- Will be directly accountable to the Sectional Title Manager for:
- Achievement of responsibilities and deadlines
- Daily management of trust funds and investment funds
- Ensuring that all complexes within the portfolio are insured and premiums are paid on time Continuous enhancement of knowledge of SA property laws
- Ensuring that compliant contractors are servicing the complexes and are paid timeously Awareness of all transfer of units within the portfolio and management of same
- Facilitating collection procedures and reporting to trustees and debtors and cash management Facilitation of staff payroll (HOA and Body Corporate) compliance and payment processes
- Preparation of general meetings in line with the Sectional Title Act and compliance with usage of standard documentation and notices as approved by Trafalgar
- Continuous liaison and guidance to trustees and directors in relation to complex matters and financial reporting
- Statutory notice compliance and awareness of quorum requirements relevant to meetings
- Financial management of portfolio of complexes and sign off on complex control schedule as completion of same
- Ensuring compliance of statutory requirements for all complexes Management of PA and PA deadlines
- Management of support team processes Operational and Mandated service standards Effective owner relationship management
- Contribute to individual and team performance requirements
- Achieving 24hr turnaround time (deadlines) and maintaining world class service delivery with the 1st time right approach
Travel Administration Controller
NATIONAL OILWELL VARCO
03.2015 - 11.2015
- Support corporate travel reservations for Rig Solutions and Fluid Control
- Approximately 140 travellers
- Ensure to confirm availability plus convey tentative itinerary to respective traveler for approval
- Confirm reservations, distributes tickets along with confirmations to traveler
- Research on optimal travel alternatives
- Coordinate, supervise and implement every aspect of travel arrangements for staff, executives, andproduction team
- Maintain queues to assure approvals as attained as well as deadlines are met
- Resolve organization travel related technical conflicts
- Research and resolve all incorrect charges with respected to entire travel program
- Review travel associated invoices as well as statements for accuracy plus codes for Accounts Payable
- Ensure to compare invoices with genuine travel transactions to validate every charge
- Identify most suitable as well as best quality service with reasonable possible rates whilst complying with
- NOV travel procedure
- Collect information from travel agent and hotels vendors etc
- Perform with Travel Agency to verify travel details and arrange reservations using existing flight schedules aswell as Internet resources
- Attending any issues after hours and weekend with the urgencies
- I have in the last two months after much review resulted in cost savings of between R40 000 to R60 000 perweek
- Travel schedule
- Occupancy Schedule
- Visas
- Working with Angola visa co-coordinator and liaising with agency to facilitate Angolan Visa Applications forthe various departments
- Since my tenure with NOV, I have made two trips to Angola which I learnt how the business operates and howthe cultural differences result in one having to deal differently and in a sensitive manner
- I have learnt in thistime that one must do more than your job description to assist the operation in any way
- On my last trip to Angola, I was asked to assist with Audit for GL 896 on the AR side; I spent around a weekassisting on this
- Accounts Pay able
- Kronos / expat Pay roll.
Senior Property Portfolio Manager
TRAFALGAR PROPERTY MANAGEMENT
08.2003 - 02.2015
- Property letting, Management and Financial Services, The primary focus of the Sectional Title Portfolio Manager is to manage all facets of their portfolio and to ensureaccurate, consistent, and prompt financial and administrative management which should be in line with world classservice delivery and in accordance with the management
- Agreement
- Get a bank mandate signed (Investment Accounts): Open Investment Accounts: Transfer of funds between Trust and Investment Accounts: Arrange regular valuations: Renewals done timeously: Ensuring premiums are paid to date: Insurance certificate requests: Insurance Claims Management: Advising of Sectional Title & HOA matters, supporting the trustees: Building Assessments: Regular Complex Inspections: Maintenance Planning: Maintenance Issues: Fire Equipment: Service Providers:: Review of the SLA: Ensuring levies are charged in line with PQ as per approved budget: Review monthly debtors to ensure cash flow: Ensure resolutions are signed:: Handover resolution: Interest resolution: Levy resolution: Timeous payment of invoices as approved by the trustees: Maintaining recurring payments in line with contracts & budget for the complex: Budget preparations (ensure approved budget is loaded timeously on Unibase): Review Unapproved/no budget loaded report with Accountant: Insolvent complexes action log: Review Bookkeeper control schedule with Accountants: Review of draft financial statements: Management of complex loans & recovery of same via special levy: Timeous management fee increase (Trafalgar) notification as per approved budget: Creditor reconciliation management review
- Accountabilities:
- Directly accountable to the Sectional Title Manager for:
- Achievement of responsibilities and deadlines
- Daily management of trust funds and investment funds
- Ensuring that all complexes within the portfolio are insured and premiums are paid on time Continuous enhancementof knowledge of SA property laws
- Ensuring that compliant contractors are servicing the complexes and are paid timeously Awareness of all transfer ofunits within the portfolio and management of same
- Facilitating collection procedures and reporting to trustees and debtors and cash management Facilitation of staffpayroll (HOA and Body Corporate) compliance and payment processes
- Preparation of general meetings in line with the Sectional Title Act and compliance with usage of standarddocumentation and notices as approved by Trafalgar
- Continuous liaison and guidance to trustees and directors in relation to complex matters and financial reporting
- Statutory notice compliance and awareness of quorum requirements relevant to meetings
- Financial management of portfolio of complexes and sign off on complex control schedule as completion of same
- Ensuring compliance of statutory requirements for all complexes Management of PA and PA deadlines
- Management of support team processes Operational and Mandated service standards Effective owner relationshipmanagement
- Contribute to individual and team performance requirements
- Achieving 24hr turnaround time (deadlines) and maintaining world class service delivery with the 1st time rightapproach
Office Administrator / Finance Controller
EDWARD SEARLE
03.2001 - 01.2002
- Distributors of Industrial Products, Processing Creditors
- Invoicing and reconciliation of statements
- Capturing Creditors on ACCPAC
- Payment of Creditors
- Attend to daily telephonic creditor queries
- Administrative duties related to creditors
- Receive and review weekly invoice audit trail lists
- Check all invoices and credit notes
- Implement queries relating invoices
- Follow up of Debtors outstanding at month end.
Personal Assistant, Marketing Manager
AFFROX OCCUPATIONAL HEALTHCARE
10.2000 - 01.2001
- Travel arrangements
- Diarizing of appointment on Outlook
- Dictaphone typing
- Assisting Marketing Manager with exhibitions (Sandton Convention Centre)
- Typing of monthly Management reports
- Minutes of meetings
- Typing of letters, agendas, and other correspondence
- Power-Point presentations / Slides
- Filing and Faxing
- Maintain filing and development records on a continuous basis.
Data Capturer
PAG STAFFING SERVICES
04.2000 - 09.2000
- Typing of CV's
- Updating of client details Telesales
- Data processing / capturing.
Quality Assurance Inspector
EAST CAPE WIRING
03.1995 - 03.1998
- Inspection of harnesses during production process- Testing and approval of finished goods- Inspecting of harnesses according to master samples- Checking of pull-off-s and crimp heights according to- standard procedures- General admin, involved in updating quality charts and reports
- Weekly feedback of information to Quality Manager- Received continuous training on quality systems: VDA6 and ISO9000 Audits- Assisting production staff with any queries during PERSONAL INFORMATION
Education
LAWSON BROWN HIGH SCHOOL
01.1990 - 1994.01
Skills
Surname
Gerber
Name : Charmaine
Nationality : South African
Home Language: English
Other Languages: Afrikaans
Driver's License : Code 08
ID Number : 7701220033084
COMPUTER PACKAGES
Windows 200
Word & Excel
Outlook
Accpac
Unibase (In-house programme)
Glovia - in house NOV programme
Office administration
Administrative support
Time management
Timeline
Property Maintenance Co-ordinator
Just Property (Pty) Ltd
02.2024 - Current
Office Administrator
100% Properties (Pty) Ltd
11.2022 - 08.2023
E-Hailing Manager of 6 Cars
UBER BOLT
11.2017 - 09.2022
Sectional Title Portfolio Manager
Trafalgar Property Management
02.2016 - 10.2017
Senior Property Portfolio Manager
TRAFALGAR PROPERTY MANAGEMENT
02.2016 - 10.2017
Travel Administration Controller
NATIONAL OILWELL VARCO
03.2015 - 11.2015
Senior Property Portfolio Manager
TRAFALGAR PROPERTY MANAGEMENT
08.2003 - 02.2015
Office Administrator / Finance Controller
EDWARD SEARLE
03.2001 - 01.2002
Personal Assistant, Marketing Manager
AFFROX OCCUPATIONAL HEALTHCARE
10.2000 - 01.2001
Data Capturer
PAG STAFFING SERVICES
04.2000 - 09.2000
Quality Assurance Inspector
EAST CAPE WIRING
03.1995 - 03.1998
LAWSON BROWN HIGH SCHOOL
01.1990 - 1994.01
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