Blue Valley Country

**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 fit-for-purpose 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