Estate Manager

Brief for the recruitment of the Estate Manager of Sunset Links

Introduction

Sunset Links is an established premium housing estate consisting of 254 homes located on the Atlantic Ocean in Sunset Beach and surrounded by the Milnerton Golf course. All homes are single residential and fully constructed.

The Homeowners Association (HOA) of Sunset Links Estate in Milnerton is governed by a constitution and has responsibility for the following aspects of the housing estate:

1. Security and Risk Management

Management of 3 service providers: Guarding, Patrolling and external monitoring

Facial Recognition registration process

1. Maintenance of the common areas, which includes:

Gate house

Gardens and parks

Irrigation system

Paths & Footways

Roads & Servitudes

1. Compliance to the Governance Documents of the Association

Constitution

Architectural Design and Control Document (ADCD)

Conduct Rules

1. Upholding good community relations

Residents

Local authorities

Neighbours

1. Financial and administrative management

Use of WeConnectU

1. Any other matters that affect the overall management and upkeep of the estate.

The Sunset Links Homeowners Association is seeking to appoint an Estate Manager to manage all aspects of the day-to-day running of the estate.

Job Profile

1. Security and Risk Management

1.1. Manage the current service providers, (Guarding, Armed Response, Camera monitoring, access control software suppliers)

1.2. Develop and implement Estate security protocols in collaboration with service providers and continuously assess weaknesses and suggest improvements

1.3. Oversee Security teams and ensure Estate safety measures are effective.

1.4. Respond to and manage security incidents, emergencies, and Resident safety concerns.

1.5. Assess and Implement technological advancements in security systems, such as access control and surveillance monitoring in conjunction with the service provider.

1. Estate Operations and Maintenance of Common areas

2.1. Oversee all Estate maintenance, including security systems, landscaping, irrigation system, cleaning, repairs, and general upkeep.

2.2. Ensure all Contractors and Service Providers (e.g., security, cleaning, and maintenance teams) meet performance expectations and contractual obligations.

2.3. Ensure all Estate facilities comply with health and safety regulations and develop and implement occupational health and safety protocols for the Estate.

2.4. Conduct periodic safety audits and risk assessments.

2.5. Implement and manage preventative maintenance programs to mitigate risks and operational disruptions.

2.6. Manage the gardens team day to day activities

2.7. Conduct performance reviews, training, and professional development programs for Estate staff.

2.8. Ensure compliance with labour laws and industry standards in staff management.

2.9. Develop Standard Operating Procedures (SOPs) for various Estate functions and ensure adherence.

1. Compliance to the Constitution, ADCD and Conduct Rules

3.1. Always maintain and have the documents available

3.2. Liaison between the HOA and the custodial architect

3.3. Review plans submitted and recommend any adjustments to ensure compliance

3.4. Periodically inspect each home for transgressions and recommend solutions to remedy any contravention to the ADCD

3.5. Be available for advising homeowners on any renovations, improvements or maintenance relating to compliance to the ADCD

3.6. Monitor and take corrective action when necessary, against contractors appointed by homeowners

3.7. Ensure that all homeowners, residents and visitors abide by the terms of the Conduct Rules and Constitution.

1. Community Relations

4.1. Manage the community newsletter and other forms of communication (WhatsApp, email etc)

4.2. Recommend and manage any community building activities

4.3. Control the bookings of the various common areas

4.4. Generally, uphold a spirit of neighbourliness

4.5. Ability to interact with external stakeholders including the various municipal and government bodies

1. Financial and Administrative Management

5.1. Develop and manage the Estate's annual budget in collaboration with the Trustees and Managing Agent.

5.2. Monitor, approve and control operational expenses, ensuring cost-effectiveness while maintaining service excellence

5.3. Oversee financial transactions related to Estate operations and ensure financial accountability in conjunction with the Trustees through the use of WeConnectU

5.4. Manage the relationship between the managing agent and the HOA

5.5. Attend and report to the HOA Trustees through the various meetings held

5.6. Manage the governance process of the estate

The Candidate

Education and Certifications

1. A degree or diploma in Property Management, Property Development, Facilities Management, Business Administration, or a related field.

2. Additional certifications in Project Management (e.g. Construction), Financial Management, or Security Management are beneficial.

3. Proficiency in Microsoft Office Suite and property management software (e.g. WeConnectU).

4. Strong knowledge of South African property laws and governance frameworks such as the Community Schemes Ombud Services.

5. Expertise in security management, maintenance planning, and financial oversight.

6. Ability to interpret building plans and implement legal requirements, estate policies, and operational procedures.

Experience

1. Minimum 7 years' experience in property management, with at least 3 years in a senior estate management role.

2. Proven track record of managing residential estates or estate developments.

3. Experience in budgeting, financial planning, and cost control for property management and exercise good judgement during expenditure and negotiation skills

4. Prior experience in dealing with contractors, service providers, and regulatory bodies.

5. Has good interpersonal and conflict management skills in dealing with homeowners, subordinates, can manage the HOA as well as the various other stakeholders

6. Has experience with reading, interpreting and the approval process of building plans

7. Proficient in reading a building plan

8. Able to interpret a building specification iro the Architectural Design Control Document

9. Have an understanding and knowledge of good building practices

10. Have a good knowledge of building materials

Remuneration and tenure

• Between R480k and 520k, negotiable depending on experience.

• Start date: Immediate

• A permanent employment contract with a 3 Month probation period

• Annual salary adjustment dependent on performance

• Reports to the HOA

Job Types: Full-time, Permanent, Graduate

Pay: R40 000,00 - R45 000,00 per month

Work Location: In person