Blue Valley Country

3 weeks ago

Pretoria, Gauteng, South Africa Trafalgar Property Management (Pty) Ltd Full time

JOB DESCRIPTION

JOB TITLE
Estate Manager

REPORTING LINE
Chairperson - Blue Valley HOA Board of Directors

GENERAL PURPOSE OF POSITION


To coordinate the efficient day-to-day management of the staff employed by the Estate to ensure that their specific duties are well performed for the benefit of the Residents and the HOA; to coordinate the implementation of projects and resolutions approved by the Board; to ensure the financial health of the HOA; to ensure that laws, statutory regulations and estate rules are adhered to.


KEY OUTPUTS / RESPONSIBILITIES

OUTPUT

WEIGHTING

KEY ACTIVITIES

1

Day-to-day management of staff

30

Based on time

  • Ensures that managers deliver uninterrupted service in terms of:
  • Security & safety, controlled traffic, access control;
  • Compliance with building regulations and rules
  • Noise control and control of pets
  • Maintenance of the gardens and landscape
  • State of repair of roads and pathways
  • Assists in setting and enforcing performance standards and SLAs for contractors
  • Monitors the quality of service delivery by managers and enforces performance in accordance with agreed standards
  • Encourages constant improvements in service delivery through better systems, controls and ways of working

2

Financial Management and Administration

10

Based on time

  • Contributes in the preparation of annual budgets
  • Delegates responsibility for approved functional budgets as applicable and monitors performance against budgeted parameters
  • Liaises with Managing Agent and the Board Finance Director in relation to invoicing and financial reporting
  • Submits monthly and annual analysis and reports to Board
  • Recommends improvements in the management of finances and implements corrective action for out of budget expenditure or ad hoc proposals

3

Planning and Management

30

Based

on time

  • Participates in Board meetings and its committees to provide operational input and contribute in setting the vision and strategic direction for the Estate
  • Accepts the strategic priorities from the Board and participate in developing annual goals for implementation
  • Delegates the relevant goals to the various management functions and develops written measurable delivery targets/goals for the managers
  • Monitors ongoing performance against the agreed targets and goals and institutes remedial action as appropriate
  • Provides guidance and support to function heads in terms of delivery on their goals
  • Consults and recommends tools, systems process to improve performance
  • Calls for action on performance failures.
  • Assesses existing systems and develops revised or new fitforpurpose systems

4

Human Resources

15

Based on time

  • Ensures that the various functional structures are clearly defined and that individual managers and staff are informed about the requirements of their jobs
  • Recruits, develops, trains, rewards and retains a competent Management team in all key functions
  • Develops and promulgates HR policies and procedures for implementation
  • Monitors and promotes healthy work relationships
  • Ensures that all Managers have clear goals and that their performance is managed in terms thereof
  • Convenes regular management meetings
  • Ensures compliance with all HR related legislative and regulatory requirements
  • Ensures that any disciplinary and poor performance issues are dealt with promptly, fairly and in accordance with labour Legislation and estate rules and procedures

5

Governance

15

  • Ensures that all estate policies, procedures and practices comply with legal and environmental requirements as well as with estate rules
  • Ensures that adequate policies are in place to guide residents, staff and contractors and that there are penalties defined for serious transgressions
  • Monitors that the various structures and constitutions comply with Company law and with any other statutory requirements
  • Ensures that the relevant parties comply with the OHS legislation and regulations
  • Generates, reviews, maintains, ensures property approved and applies consistently all necessary estate rules, policies and procedures
  • Provides guidance to all stakeholders on Corporate Governance
  • Develop working relationship with local SAPS and all relevant departments of Tshwane Metropolitan Council

KNOWLEDGE / KNOW-HOW REQUIRED TO DO POSITION

  • Basic knowledge and understanding of Construction regulations
  • Basic knowledge and understanding of Security processes and requirements
  • Good understanding of organisational culture
  • Good understanding of financial statements and financial management reports
  • Good understanding of contracts and contract negotiation
  • Good understanding of customer service requirements

SKILLS / ABILITIES REQUIRED FOR POSITION

  • Ability to plan, delegate and control performance
  • Ability to write, analyse and interpret financial statements
  • Ability to delega

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