Estate Manager

3 days ago

East London, South Africa Kempston Group Full time

ESTATE MANAGERMinimum skills and experience required:Experience in estate, facilities, or property managementStrong organisational and administrative capabilitiesCompetent in contractor and service-provider managementExcellent communication and stakeholder liaision skillsAbility to manage staff effectivelyStrong record-keeping and reporting abilitiesComputer literate (MS Office, email, reporting systems)Financial awareness (petty cash, quotes, basic budgeting)Ability to work after hours when requiredDuties and Responsibilities:Landscaping and Ground MaintenanceEnsure the estate's appearance is consistently maintained by the landscaping teamConduct weekly checks of equipment registers and attendance registersProvide training and support to landscaping staffMaintain accurate and secure records of all landscaping activitiesInspect storerooms and refuse areas weeklyReview landscaping programmes every two weeksEnsure al grounds, lawns and shared spaces are neat, clean, and presentableSecurity ManagementOversee all estate security operationsReport all security incidents, concerns, or queries in writing to the security company and escalate where necessaryMonitor guard behaviour, performance, and overall presenceCheck the Security Incident Register dailyImplement and monitor guarding point checksCompile and hand over incident reports to the Managing AgentContractor and Service Provider ManagementIssue contractors with estate rules and ensure complianceEnforce adherence through monitoring and issuing fines for non-compliance (with a 7-day notice)Maintain the gate access database and issues the correct access forms to residentsAcquire and assess quotes for maintenance work (minimum of 3 quotes)Submit quotes to the Managing Agent and Trustees for approvalMonitor service provider performance and issue fines where necessaryClient and Resident LiaisonAct as the central liaison between residents, the Managing Agent, the HOA, and MHGAddress resident queries and concerns professionally and timeouslyFacilitate clear communication between stakeholdersConduct regular inspections of Body Corporates and free-standing units regarding upkeep and maintenanceMaintenance and Operational OversightEnsure all service providers operate within estate rules and contractual expectationsCollect required documentation from new service providers and submit to the Group Operations Manager and Trustees where necessaryManage and escalate operational issues appropriately Maintain structured and complete operational recordsHomeowner ComplianceInvestigate homeowner rule violationsCompile findings and hand them over to the Managing Agent for formal fine issuance Financial and Administrative ControlsMaintain knowledge of and operate within the approved estate budgetManage petty cash responsibly and maintain accurate logsAssist with compiling and submitting salary/wage information to the Managing AgentEnsure all administrative and operational records are stored securely Water Meter ManagementEnsure accurate water meter readings are taken and capturedSubmit readings to the Managing Agent and AltevexInvestigate and resolve discrepancies

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