Estate Manager – LCEM

Basic Requirements

• Minimum three years work experience in managing an estate of similar size
• Manage the day-to-day running of the estate, the HOA and the three body corporates
• Manage estate security through the chosen service provider
• Manage a small compliment of full time staff
• Manage wages and leave for staff
• Manage the contracted service providers and arrange for quotes as required
• Maintain the petty cash book
• Uphold the estate rules
• Competent in the use of technology such as word / excel with an understanding of access Systems.
• Treat all owners and residents in a fair and courteous manner at all times
• Attend hoa and body corporate meetings as required
• Ability to work alone and under pressure
• Must have own reliable transport
• A tertiary qualification would be an advantage
• Knowledge of the sectional title act, CSOS legislation and PPRA legislation would be an Advantage.

Main Tasks/Duties & Responsibilities

• Manage the day-to-day matters of the estate, including the enforcement of estate rules, residents moving into and out of the premises, maintenance issues on the common property, etc.
• Responsible for safety and security of estate through the service provider
• Responsible for maintenance to agreed standards through the service providers
• Responsible for gardening to agreed standards through the service provider
• Responsible for cleaning duties to agreed standards through the service provider
• Responsible for general running and upkeep of estate to required standards
• Manage and maintain general cleanliness in the estate
• Manage and maintain supplies
• Liaise and negotiate with external suppliers/contractors
• Adhere to allocated budgets and maintain applicable quality standards and records
• Ensure a sufficient staff compliment, within budget, at all times
• Quality control of all aspects of estate including security and health & safety
• Assist the managing agent when necessary as well as furnish the managing agent with the required reports and documentation
• Deal with residents’ compliments, suggestions, complaints (tenants and owners)
• Uphold the estate rules via the issuing of warnings and fines
• Contribute towards the efficient running of the estate
• Adhere to statutory obligations and quality and best practice guidelines
• Arrange for annual services to be carried out e.g. Servicing fire extinguishers and hydrants, annual pest control, replacing staff uniform, accreditation of estate agents, fire breaks and negotiation of contracts

Day-to-day responsibilities

• Manage the day to day running of all aspects of the estate
• Manage the resident and visitor access systems
• Manage day to day care and maintenance of gardens and estate buildings this includes but is not limited to certain handyman functions
• Negotiate for best pricing on contracts with regards to regard services such as security, pool, cleaning
• Obtain quotes where requested, for consideration by the trustees/directors, e.g. Swimming pool refurbishment, paving contractors, paint contractors etc.
• Provide input and advice relating to all aspects of the estate management
• Carry out an agreed annual programme of maintenance work in order to maintain the estate to the required standard
• Regularly inspect all structures and inform the insurance department of issues.
• This may involve obtaining quotations and the regular follow up on claim progress.
• Ensure essential repairs, replacements are carried out as part of the maintenance programme
• Ensure that tasks are planned and carried out in accordance with requirements, to applicable standards and within prescribed time limits
• Ensure compliance to applicable codes, procedures
• Maintain accurate records/documentation associated with work done as well as keep track of petty cash spend and slips
• Immediately report problems/failures that may impact on the estate and/or its visitors, clients/residents to relevant parties
• Manage, on behalf of the trustees/directors, all external contractors who have been appointed to work in the complex/estate, including the security company, the gardening service, maintenance teams, etc.
• Uphold the environmental policies of the estate in terms of nature conservation area, protection of wildlife, removal of alien vegetation
• Contribute towards the efficient running of the estate team
• Adhere to all estate policies and procedures
• Identify hazards, defects, to ensure compliance with applicable codes, law, working practices and health and safety
• Manage absences and allocate staffing and workloads of estate team members
• Deal with external service providers, e.g. The municipality on refuse removal, roads, water, eskom, telkom, cellular providers, dstv, etc.
• Maintaining accurate records and accounts as required and reporting as agreed
• Set an example for estate staff of commitment, work ethic and habits and personal character
• Responsibly use resources and control expenses to operate within budgetary controls
• May be expected to be part of special projects as are reasonably required of your job role
• Responsible for the smooth running of the estate generally.

Essential Abilities/ Competencies of this job role

• Proficient in Microsoft applications such as Word, Excel and Outlook
• Requisite knowledge of the tools, equipment, and materials common to the environment
• Knowledge of sectional title schemes and definitions (Common Property, exclusive use, Financial obligations to managing agents, body corporates and HOA)
• Practical knowledge of building maintenance
• Practical knowledge of plants plus experience of using general garden and pool machinery
• Demonstrate knowledge of applicable national codes, standards, and regulations
• Ability and willingness to share knowledge
• Problem solver and ability to take initiative
• Genuine desire to serve the needs of others with a strong personal responsibility for achieving customer satisfaction
• Excellent interpersonal, organizational and communication skills
• High integrity and honesty in all dealings
• Project management skills
• Friendly and approachable as well as an assertive personality
• Understand and deliver good customer service
• Attention to detail
• Ability to work under pressure
• Full driving license and own reliable transportation

People and Equipment

 People

The Estate Manager will be responsible for managing a small team of HOA staff which

includes, but is not limited to:

• Keeping an attendance register, working out the staff compliment on public holidays and weekends, if required
• Overseeing the quality of work performed
• Giving instruction and direction to staff to ensure the estate is run efficiently and smoothly
• Provide input on wage increases

Equipment

The Estate Manager is responsible for the equipment provided:

• Ensure the equipment is always fit-for-purpose
• Ensure that it is well maintained and is always in a workable and safe state
• Ensure the proper use of the equipment
• Manage personal safety standards and ensure the use of Personal Protective Clothing as required

R 25 000 – R 35 000

A Consultant will be in touch if you are shortlisted for the position. Please consider your application unsuccessful should you not have been contacted within 2 weeks. We will keep your CV on our database and contact you should you match the criteria of any other vacancies.