Heron Hill Garden Estate: Estate Manager

Job Description and Responsibilities:

A Residential Estate in Olympus, Gauteng has a vacancy for an Estate Manager. The Estate has 217 Free Standing homes and 124 Duet Units and is 90% developed.
The primary function is to ensure that there is a harmonious and safe living environment for all owners and residents.
The Estate Manager will have 1 subordinate and and various other contractors under his indirect supervision, such as security and landscaping contractors. The incumbent is expected to:

  • Be friendly and family-oriented with a high level of involvement
  • Be a facilitator and coordinator
  • Place emphasis on accountability and decision-making

Qualifications and experience:

  • Grade 12
  • Minimum 5 years’ relevant experience in estate management, financial accountability, assets control and security management.
  • Driver’s licence
  • Computer Literate, including MS Word, Excell, PowerPoint etc
  • Practical working knowledge and experience of Click on Acces control -, CCTV – and electric fence systems.
  • Excellent verbal and written communication skills
  • Business acumen

 

Working hours:
• The successful incumbent will be expected to work from Mondays to Fridays from (agree times), as well as the first Saturday of every month from 09:00 until 12:00.

High-level Job Description:

  • To coordinate and manage the efficient day-to-day management and operations of the residential estate
  • To ensure that the estate is safe, secure, protected and maintained for the benefit of the Residents and the HOA
  • To ensure the financial health of the HOA is maintained
  • To ensure that laws, statutory regulations and estate rules are adhered to and that all developments or improvements within the estate enhance value and comply with the relevant regulations, and to liaise directly with the appointed managing estate to issue and administer all fines.
  • Manage communication between the directors and the residents, e.g. circulation of notices, recording and distribution of minutes of meetings, newsletters, respond to queries, requests and complaints from residents, etc.
  • Obtain quotes where requested, for consideration by the directors, e.g. refurbishment, maintenance, security contractors, paint contractors, etc.
  • Manage, on behalf of the directors, all external contractors who have been appointed to work in the estate, not limited too including the security company, the gardening service, maintenance teams, etc.
  • Deal with all external service providers, e.g. refuse removal, roads, water, Eskom, Telkom, cellular providers, DSTV, etc.
  • Follow and comply with the required building guidelines, issues to indemnity and approval letters.
  • Engage with the Estate architect, the owners, Local city council when needed on all approved plans, the status quo at any given point in time of building and to ensure that the Building Rules are adhered to by all parties.
  • Manage all communication, building deposit, road deposits and issue instruction to the relevant managing agent, to ensure that all monthly levy accounts are correctly managed.
  • Manage all Service Level Agreements in line with the deliverables as set out by the HOA.
  • Manage the Click on Access control system, in line with the security protocols & requirements, estate rules and requirements.
  • Manage the day-to-day matters of the estate, including the enforcement of estate rules residents /visitors /contactors and all service providers moving into and out of the premises, maintenance issues on the common property, etc.
  • The person will directly deal with the board of directors and will report directly to the appointed Chairperson, as duly elected by the Directors.
  • The person will be required to physically walk the estate to inspect all properties on a weekly basis.
  • It will be an inherent requirement to attend monthly Directors meetings which will be take place after hours.
  • All the above within the parameters set out by the board of directors and sub-committees as outlined in the job description.

Key Deliverables:

  • Day-to-Day service delivery
  • Financial Management and Administration
  • Building and Architectural Compliance
  • Legal Compliance
  • Security and Risk Management
  • Landscaping and Common Area Management
  • HR Management and Compliance
  • Marketing, Communication and Social Management
  • Community Involvement and Social Awareness
  • Strategic and Planning Functions
  • Facilities Management (Safeguarding and maintaining of all assets)

Key Competencies:

  • Self-motivated and pro-active
  • Service orientated
  • Independent thinker and self-starter
  • Assertive and confident
  • Diplomatic and tactful
  • Patience
  • Disciplined
  • Problem solver/ solutions orientated

 

Remuneration:

• Market-related and dependent of relevant experience.