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Community Scheme Coordinator

Somerset West
Salary: Market Related
Job Type: Permanent
Sectors: Property
Reference: SW005970/CL

Apply before Jan 09 2026 | 29 Days left

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External Application

Vacancy Details

Employer: Helderberg Personnel cc

COMMUNITY SCHEME COORDINATORSomerset West: My client, a leading property management company, is looking for a driven and organised individual to join their team as a Community Scheme Coordinator. This role is perfect for someone who enjoys administration, people interaction and property operations. It offers training, exposure to both sectional title and HOA environments, and a clear pathway for career advancement into full Portfolio Management.

(Entry-Level to Portfolio Manager Pathway)

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 driver’s 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

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About Helderberg Personnel cc

Based in Somerset West, Helderberg Personnel was established in 1998. The company initially started doing placements in the Helderberg Basin and over the years expanded nationally. Our background has proved to be invaluable in providing a high standard of recruitment, screening, evaluation and placement of candidates.

Our Value proposition:
The true value proposition of the Helderberg Personnel brand is our commitment to attending to our clients’ needs, culture and values and to ensure that, through comprehensive interviews with candidates, the overall match is determined to ensure a long term relationship. The identity of the client remains confidential at all times. We understand that our function is to ensure that the candidate must become a strategic partner to a business instead of a mere employee. Helderberg Personnel has achieved a steady growth over the last years and we have evolved into one of the leading agencies in the region. We have made placements cross functional, cross industry and up to senior management level.