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2 weeks ago
This is a senior role for an experienced Estate Manager. The purpose of the role is to manage the entire estate with its 7 precincts, some built and some still under construction, ensuring the highest level of security, and overall beautiful country-style landscaping, within budget. This role acts as the main contact point for all sub-committees as well as the Master Association and Architectural Design Committee through which communication flows from this diverse community. This role is responsible for managing the daily operations of the entire estate, so that the infrastructure functions properly, landscapes are up to standard, staff and contractors are managed optimally, all sub-committee and master association meetings are attended, meetings are minuted and distributed and acted upon, and operations run within the Master Financial Budget.
Board Liaison
- Advises and implements instructions of the Master and Precinct Boards of Trustees and their committees.
- Follows up on Trustee / Committee instructions/recommendations.
- Attends Master, Committee, and precinct Board / AGM meetings and ensures that the minutes of the meetings are correctly prepared, minuted and filed.
- Attend meetings with the precinct chairperson on request.
Customer Service
- Acts as the primary liaison with all property owners and the Developer.
- Acts in a friendly and approachable manner with residents and owners.
- Reacts on resident matters and complaints within 24 hours and resolves these timeously and communicates accordingly.
- Ensures timeous communication, i.e. lack of services such as electricity, water, internet, Developer Contractor operation hours, etc.
- Establishes and maintains a professional line of communication with all entities involved in the Village - owners, residents, contractors, workers, builders, and service providers.
General Management
- Manages all day-to-day operations of the entire Village with its 7 precincts.
- Conducting regular inspections of common property to ensure proper functioning of everything, minimizing hazardous conditions, safety and security risks and maximizing the overall appearance of the Village.
- Resolves transgressions of the Village Conduct Rules with the owners.
- Negotiates contracts with vendors and Contractors.
- Deals with external service providers, e.g. the municipality on refuse and waste removal, roads, water, Eskom, Telkom, etc.
Facility Management
- Ensures facilities and equipment are maintained and breakdowns/malfunctions are addressed promptly, by liaising with the Maintenance Officer.
- Works with the Security Committee and executes tasks and responsibilities delegated to the Village Manager.
Safety and Security
- Ensures the Village is safe and secure by liaising with the Security contractor and Maintenance Officer daily
- Addresses failed equipment in an urgent manner.
- Ensures compliance with security policies, procedures and regulations.
- Maintains an emergency and evacuation strategy for the Village.
- Ensures the Village Security is covered to specification on all shifts with capable security staff.
Architectural Design Committee (ADC)
- Participates in ADC Meetings to align records with new requests and Developer projects.
- Ensures compliance with all ADC process and guideline documentation.
- Maintains an ADC action register for communication with all trustees.
- Reviews conformance with approved plans and highlights discrepancies to the ADC.
- Establish and maintain accurate records of approved plans for each property and any improvements thereon.
- Establish and maintain accurate records and plans of all as built development.
Contractor liaison
- Negotiates and manages contracts with suppliers and service contractors in accordance with the finance policy.
- Obtains quotes where requested (in accordance with finance policy), for consideration by the trustees, e.g. irrigation, paint contractors, tree felling, etc.
- Ensures service providers are in compliance with their contracts and review their contracts quarterly and annually
- Manages, on behalf of the trustees all external contractors who have been appointed to work in the Village, including the security company, the gardening service, maintenance teams, etc.
- Proactively manage the Landscaping contractor and required materials to ensure that all gardens are in pristine condition at any point in time.
- Ensure external contractors are identifiable using different uniforms or bibs and that all contractors are accounted for and recorded as 'left the Village' by the close of business each day.
- Review daily the Security records of contractors present on site outside working hours.
Financial & Compliance
- Assists the Trustees and Managing Agent with the annual Budgeting process
- Manages all expenses within the budget
- Ensures that the appropriate insurance is in place for the Village and all the Precincts
- Approves supplier invoices and allocation in line with the budget
- Works closel
