Estate Manager

An exclusive estate in the Big Bay area of the Western Cape, is looking for an energetic, competent and experienced Estate Manager to coordinate the efficient day-to-day management and control of the Estate on behalf of the Board of Trustees as well as to assist the Board of Trustees in achieving the objectives of the HOA as set out in the Constitution or determined by the Board of Trustees from time to time.

Applicants must have the following mix of qualifications, experience and competencies:
**Qualifications**: Matric / Tertiary qualification an advantage

**Knowledge and Experience**:
Experience in management of systems and procedures, also the implementation thereof,

Solid experience in a management position,

Management of service providers and SLA's,

Health and safety,

Experience in maintenance,

Basic building knowledge.

**Skills and Attributes**:
Professional communication skills both verbal and written,

Computer literate,

Strong interpersonal skills,

Ability to multi-task,

Willing to be a team-player.

**Duties & Responsibilities**

Specific duties will include, but is not limited to the following categories below:
**Day to day service delivery**

Undertake weekly inspections of all buildings, structures, perimeter walls/ fences /roads, services, common landscaping, irrigation, and amenities on the common property, and submit a monthly report with regards to the state thereof, together with any maintenance requirement thereto, to the Board of Trustees.

The promotion, advancement and protection of the communal & group interest of the members of the estate generally, including security.

Prioritize all required maintenance, repairs and enhancements to the common property, ensure that all work is carried out in accordance with the relevant design guidelines, estate rules, applicable regulations, contractual obligations, and that the standard of such work is in line with the estate brand.

Undertake weekly inspections of all buildings/ and or structures erected, or to be erected on the estate to ensure that all work on the estate is done to a high standard and that all complies with the estate rules, design guidelines, and regulations. Monthly reports on any non
- compliance matters to be submitted to the Board of Trustees.

Co-ordinate work to be carried out by service providers/contractors/ estate employees and monitor the quality of service delivery and enforces performance in accordance with agreed standards.

Assists in setting performance standards and SLA’s for service provider /contractors and ensure that no work is undertaken by such service providers/contractors until the estate’s procurement policy has been complied with.

Ensures uninterrupted service delivery in terms of security & safety, controlled traffic, access control, enforcement of security & access control Regulations, and reporting any issues herein to the Board of Trustees.

Ensure compliance with the constitution, estate rules, any applicable regulations, and preparing regular reports to the Board of Trustees herein.

Improve service delivery through better systems, controls and ways of working.

**Financial Management and Administration**

Make required purchase, or authorize payments on behalf of the estate, while ensuring compliance with applicable procurement policy, budget restraints, and authorization levels.

Assist the Managing Agent to prepare the draft annual budget in a timely manner for presentation to the Finance Trustee and subsequently after their approval present to the Trustee committee for approval.

Provide the Managing Agent with the information required to enable the preparation and submission of monthly and annual analysis and reports on the financial status of the HOA to the Board of Trustees.

Recommend improvements in the management of finances and implements corrective action for out of budget expenditure or ad hoc proposals.

Prepares and maintains detailed asset registers.

Ensures the integrity of record keeping and filing.

Ensures data integrity: Residents database access data emergency numbers.

Investigates and introduces forms, tools, templates, systems and processes to improve performance.

**Planning**

Provides guidance and support to the Portfolio Trustees in terms of delivery on their goals.

Assesses and recommends tools, systems processes to improve performance.

Calls for action on performance failures.

Assist the Board of Trustees with the preparation, implementation and progress monitoring of the Maintenance Plan for the HOA.

**Human Resources**

Assists the Board of Trustees with recruitments, and develops, trains, rewards and retains employees.

Assist the Board of Trustees with the development and promulgation of HR policies and procedures for implementation.

Monitors and promotes healthy work relationships.

Convenes regular staff meetings, and keep accurate minutes thereof.

Ensures compliance with all HR related legislative and regulatory requirements.

Ensures