Estate Manager

SUMMARY:
Our Client in the Real Estate industry is seeking a Senior and well experienced Estate Manager to join their busy team in Durban.

POSITION INFO:
Basic Requirements

• Minimum three years of work experience in managing an estate of similar size
• Manage the day-to-day running of the estate, the HOA, and the three body corporates
• Manage estate security through the chosen service provider
• Manage a small complement of full-time staff
• Manage wages and leave for staff
• Manage the contracted service providers and arrange for quotes as required
• Maintain the petty cash book
• Uphold the estate rules
• Competent in the use of technology such as Word / Excel with an understanding of access systems
• Treat all owners and residents in a fair and courteous manner at all times
• Attend HOA and body corporate meetings as required
• Ability to work alone and under pressure
• Must have own reliable transport
• A tertiary qualification would be an advantage
• Knowledge of the Sectional Title Act, CSOS legislation, and PPRA legislation would be an advantage

• Manage the day-to-day matters of the estate, including the enforcement of estate rules, residents moving into and out of the premises, maintenance issues on the common property, etc.
• Responsible for the safety and security of the estate through the service provider
• Responsible for maintenance to agreed standards through the service providers
• Responsible for gardening to agreed standards through the service provider
• Responsible for cleaning duties to agreed standards through the service provider
• Responsible for the general running and upkeep of the estate to required standards
• Manage and maintain general cleanliness in the estate
• Manage and maintain supplies
• Liaise and negotiate with external suppliers/contractors
• Adhere to allocated budgets and maintain applicable quality standards and records
• Ensure a sufficient staff complement, within budget, at all times
• Quality control of all aspects of the estate including security and health & safety
• Assist the managing agent when necessary as well as furnish the managing agent with the required reports and documentation
• Deal with residents’ compliments, suggestions, and complaints (tenants and owners)
• Uphold the estate rules via the issuing of warnings and fines
• Contribute towards the efficient running of the estate
• Adhere to statutory obligations and quality and best practice guidelines
• Arrange for annual services to be carried out, e.g., servicing fire extinguishers and hydrants, annual pest control, replacing staff uniforms, accreditation of estate agents, fire breaks, and negotiation of contracts

• Manage the day-to-day running of all aspects of the estate
• Manage the resident and visitor access systems
• Manage day-to-day care and maintenance of gardens and estate buildings, which includes but is not limited to certain handyman functions
• Negotiate for best pricing on contracts with regards to services such as security, pool, cleaning
• Obtain quotes where requested, for consideration by the trustees/directors, e.g., swimming pool refurbishment, paving contractors, paint contractors, etc.
• Provide input and advice relating to all aspects of estate management
• Carry out an agreed annual program of maintenance work in order to maintain the estate to the required standard
• Regularly inspect all structures and inform the insurance department of issues. This may involve obtaining quotations and regular follow-ups on claim progress.
• Ensure essential repairs and replacements are carried out as part of the maintenance program
• Ensure that tasks are planned and carried out in accordance with requirements, to applicable standards, and within prescribed time limits
• Ensure compliance with applicable codes and procedures
• Maintain accurate records/documentation associated with work done as well as keep track of petty cash spend and slips
• Immediately report problems/failures that may impact the estate and/or its visitors, clients/residents to relevant parties
• Manage, on behalf of the trustees/directors, all external contractors who have been appointed to work in the complex/estate, including the security company, the gardening service, maintenance teams, etc.
• Uphold the environmental policies of the estate in terms of nature conservation area, protection of wildlife, and removal of alien vegetation
• Contribute towards the efficient running of the estate team
• Adhere to all estate policies and procedures
• Identify hazards and defects to ensure compliance with applicable codes, law, working practices, and health and safety
• Manage absences and allocate staffing and workloads of estate team members
• Deal with external service providers, e.g., the municipality on refuse removal, roads, water, Eskom, Telkom, cellular providers, DSTV, etc.
• Maintain accurate records and accounts as required and reporting as agreed
• Set an example for estate staff of commitment, work ethic, habits, and personal character
• Responsibly use resources and control expenses to operate within budgetary controls
• May be expected to be part of special projects as are reasonably required of your job role
• Responsible for the smooth running of the estate generally

• Proficient in Microsoft applications such as Word, Excel, and Outlook
• Requisite knowledge of the tools, equipment, and materials common to the environment
• Knowledge of sectional title schemes and definitions (Common Property, exclusive use, Financial obligations to managing agents, body corporates, and HOA)
• Practical knowledge of building maintenance
• Practical knowledge of plants plus experience of using general garden and pool machinery
• Demonstrate knowledge of applicable national codes, standards, and regulations
• Ability and willingness to share knowledge
• Problem solver and ability to take initiative
• Genuine desire to serve the needs of others with a strong personal responsibility for achieving customer satisfaction
• Excellent interpersonal, organizational, and communication skills
• High integrity and honesty in all dealings
• Project management skills
• Friendly and approachable as well as an assertive personality
• Understand and deliver good customer service
• Attention to detail
• Ability to work under pressure
• Full driving license and own reliable transportation

• The Estate Manager will be responsible for managing a small team of HOA staff which includes, but is not limited to:
  • Keeping an attendance register
  • Working out the staff complement on public holidays and weekends, if required
  • Overseeing the quality of work performed
  • Giving instruction and direction to staff to ensure the estate is run efficiently and smoothly
  • Providing input on wage increases
• The Estate Manager is responsible for the equipment provided:
  • Ensure the equipment is always fit-for-purpose
  • Ensure that it is well-maintained and is always in a workable and safe state
  • Ensure the proper use of the equipment
  • Manage personal safety standards and ensure the use of personal protective clothing as required

NB! This job is now closed. You can apply for other jobs by uploading your CV.