Job Description

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

Detailed Requirements
Main Tasks/Duties & Responsibilities

• 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

Day-to-Day Responsibilities

• 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

Essential Abilities/Competencies

• 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

People and Equipment

• 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

Measured Ability Group