Mieta Victor

Professional experience and position as Portfolio Manager, managing between 150 and 170 rental properties

Property management associate key responsibilities:

• Advertised properties across multiple platforms including the company website Property 24 and Gumtree to maximize visibility and attract potential tenants
• Actively managed leads generated from property advertisements and sending personalized invitations to prospective tenants for property viewings including contact information and agent’s name
• Provided application forms and essential information such as viewing directions and links to prospective tenants

Application processing and Tenant management:

• Conducted comprehensive credit checks, employment verification and previous rental history assessments upon receiving tenant applications
• Upon approval, issued statements for the payment of deposits and administrative fees ensuring all financial processes were transparent and timely
• Drafted Lease Agreements upon receipt of proof of payment using either manual processing, or electronically signing via Quickly sign coordinating signatures between Tenants and Property Owners to finalise agreements
• Ensured compliance with FICA regulations by obtaining necessary documents from both owners and tenants maintaining accurate records for Application submissions
• Send welcome letters to new tenants and capture monthly payments on TPN which will reflect on the tenant credit history
• Issued letters of demand when necessary, ensuring that all actions reflected on tenant's credit history
• Verified ownership documentation and secured signed Mandates for property advertising when handling new properties not already in the portfolio

Payprop System

• Create property
• Input necessary property details
• Property address

Create owner

• Enter owner information
• Full name
• Contact information such as e-mail address and telephone number
• Banking details for payments
• Link owner to the created property

Creating tenant profiles and linking them to properties

• Create tenant
• Input tenants personal details
• Full names of all tenants on application form
• Contact information such as e-mail address and phone number
• Identity or passport number
• Next of kin details
• Link tenant to property

Setting payment rules

• Established payment rules
• Define payment structure
• Monthly rent amount
• Commission to agency
• Rates and levies paid on behalf of the owner

Defining tenant lease dates

• Set Lee's duration
• Define start date of tenancy
• Define int date of tenancy
• Set reminders for lease renewals or tenant evaluations
• Capturing monthly invoices
• Rental
• Municipal charges
• Automate distribution of invoices to tenants on a designated date each month

Sending statements to owners

• Owners will receive a link each month reflecting the following
• Rental income rates and levies paid
• Maintenance cost if any
• Use automated e-mail features to send a statement link directly to the owner of the monthly payments or processed

Tenant invoice access

• Tenants automatically receive an invoice 5 days prior to month end and then on the 1st of the following month again with a secure link to view the monthly invoice
• Include payment options through the link for ease of payment

Year end financial statements for tax purposes

• Compile annual statements for each property owner reflecting
• Total income rent receive
• Total expenses such as rights levies maintenance
• Format documents to comply with local tax regulations
• Send these statements to owners via e-mail as per the preferences

Integrating with payment systems

• Ensure compatibility with local banks or payment gateways for seamless transactions
• Monitor transaction statuses phone notifications of successful or failed payments

By following these detailed steps, the paper system can effectively manage properties, owners, tenants invoicing and financial statements in issuing a same streamlined process for all parties involved

Property Ingoing/ Outgoing inspection and handover coordination:

• Arranged for outgoing inspections and ingoing inspections in collaboration with owners ensuring properties are in optimal condition for new tenants
• Coordinated with cleaning companies to prepare properties prior to tenant move in ensuring a clean and welcoming environment
• Manage the handover of keys to new tenants ensuring all procedures were seamless and professional
• Property management platforms created and managed property listings on Pay Prop
• Captured municipal invoicing, details and handled tenant account expenses

To ensure that property owners receive regular feedback on the condition of their properties, it's essential to implement a structured plan that includes, Renewal Inspection, Ad hoc inspections and Quality control inspections when maintenance has been done.

Below is a suggested framework to organize these activities effectively:

Property inspection and feedback framework by using Red Rabbit program.

Renewal Inspection:

• Frequently annually or bi-annually depending on property type and usage, such as the overall condition of property to identify maintenance needs and prepare for lease renewals

Quality control inspection:

• Frequency quarterly or semi-annually to ensure that any maintenance work completed meets defined standards and that properties are kept to a high quality throughout

Ad-Hoc inspections:

• Timing as needed triggered by tenant complaints unusual events for example severe weather or after significant maintenance work
• Purpose address specific concerns or evaluate any unexpected changes in condition

Documentation and reporting system

Inspection checklist

• Create a detailed checklist for each type of inspection ensuring all relevant areas for example roof plumbing electrical exterior paint landscaping or covered

Reporting format

• Use standard reporting template for all inspection types to maintain consistency, includes sections for summary findings, detail looked observations, maintenance recommendations and photographs

Feedback to Property owners

• Implement a system where reports are shared with property owners within a specified time frame of the inspections for example within 5 business days
• Provide a summary of urgent issues and a separate section for recommendation

Post inspection action plan

• Develop a clear action plan based on inspection outcomes detailing who is responsible for addressing each issue and setting timelines for completion
• Schedule follow up inspections of the significant repairs or issues have been addressed to ensure quality and compliance with standards

Skills

Proficient in Pay Prop, Red Rabbit and TPN property management systems, effective at property marketing and tenant relations with strong communication and organizational skills detail orientated with a focus on compliance record keeping and financial management with the ability to manage multiple tasks and coordinate with various stakeholders and projects simultaneously in a fast-paced environment.

I've been in this position for 8 years at Re/Max Property Centre, Melkbosstrand from January 2021 until 2009

Litigation secretary

Key responsibilities:

• Client interaction, manage the Attorney’s diary by scheduling appointments for new clients
• Welcome clients, introduce yourself and ensure they feel comfortable before transitioning them to the Attorney

Drafting and Filing:

• Open new files for clients and maintain organized documentation
• Receive dictation and subsequent instructions from the attorney and draft related documents accordingly
• Prepare court documents within datelines ensuring accuracy and compliance with court requirements where applicable
• Coordinate with the clock for the timely filing of documents at court
• Diary and court appearances
• Keep the Attorney’s diary up to date particularly regarding court appearances and climbed meetings
• Ensure all information is treated with strict confidentiality
• Correspondence handling
• Facilitate all correspondence between involved parties ensuring clear communication and record keeping

Follow up appointments:

Arrange follow up appointments as required to ensure continuity of client key and legal presentation representation

Invoicing and payments:

• Manage invoicing for clients on a monthly basis using the lexpro program
• Tracked payments and ensure timely follow-ups on outstanding invoices
• Close files upon resolution of matters and ensure all documentation is archived and final payments have been made