Estate Manager at Faircape Group

Job description

Bougain Villas has an exciting opportunity for an Estate Manager. The job incumbent will be responsible for the day-to-day activities on the estate, including the supervision of sub-contractors.

The incumbent will report to the Managing Agent’s Portfolio Manager and indirectly to the Trustees.

Duties Include But Are Not Limited To The Following

• Contractors/Service Providers
• Formulate a contract document (approved by the Trustees), so that any contractor entering the estate work purposes should complete this contract. Should any breaches occur on the estate caused by the contractor, he would be held responsible for his staff and damages. The Estate Manager must ensure that this contract is signed.
• Issue ID tags and keep record of contractors and domestic workers on the estate.
• Record work times of any estate staff members, record their job descriptions and daily duty functions.
• Keep a record of time-in/time-out of service providers working on estate.
• Liaise with the Managing Agent on a daily basis informing them of all incidents on the estate, ensuring all documents sent by them is distributed to all residents via e-mail or post.
• Arrange and hold meetings with all contracted service providers (building, landscaping, security and cleaning) and the Managing Agent as and when required. Minutes must be taken for any follow up meetings.
• Building Activities
• Observe if the owners are in compliance with architectural guidelines when doing any alterations to the units. The guidelines are as issued by the Developer, signed by the Owner and amended from time to time by the Trustees.
• Random checks to ensure that all builders on building sites have ID tags. The Estate Manger must report non-compliance to Managing Agent.
• Landscaping/Garden Maintenance
• Check that the contracted landscaping company complies in all aspects with its contractual agreements.
• Report non-compliance to Managing Agent.

Security Operations

• Check that security personnel on the estate comply at all times with the requirements of the security system and sub-systems in place and such additional rules that have been mutually agreed upon between the Trustees and the Security Company.
• Ensure that all monitoring and security equipment is operational and maintained at all times, including access controlled gates/booms and reporting any irregularities. Periodic checks are the main gate during peak incoming and outgoing periods are required to ensure that security checks of vehicles are effective.
• Attend all meetings regarding security, as part of the Board of Trustee delegation attending such meetings. Weekly meetings to be held with the Senior Security Officer.
• Report any issues and non-compliance to Managing Agent.

Maintenance/Cleanliness

• Responsible for the overall neatness and tidiness of the estate.
• Ensure that all repairs are dealt with correctly, including damages to common property/equipment and insurance claims. These must be reported to the Managing Agent who in turn reports it to the Trustees if so requested.
• Periodic checks of street cleaning contractors, refuse bin removal, cleaning and replacement. Manage the issuing of bins to residents.
• Ensure street lighting and exterior lighting of houses fully functional at all times.
• Inspect all fire fighting equipment weekly and keep an inspection log.

Oversee the following:

• electric fence repair and inspection
• club house and swimming pool
• electrical DB inspection etc.
• waterpumps, filters, sump pumps, ponds, drains, maintenance and inspection
• Establish need for maintenance on exterior of houses, apartments, walls, security fence, gate house, all communal buildings, pump system, sprinkler system, streets, paving, curbs, parking bays, lawn, swimming pool and report to Managing Agent. The Estate manager must immediately report to any major repairs that are required to the Managing Agent.
• Maintain a digital log of all work done on the estate, recording the invoice number, work done, location, date work was done, guarantee expiry date and confirmation that the initial work to be done has been inspected.
• Monthly maintenance report to be completed and circulated to trustees.

Procedures

Ensure that all procedures with regards to fire / evacuation / ambulance / police are adhered to.
Ensure that Estate Agents abide by the estate rules regarding show houses as well as recording any documentation.

Rules of Conduct

• Ensure residents comply with the published conduct rules
• Report any non-compliance to the Managing Agent
• Ensure no alterations or renovations without written approval of Trustees.
• Maintain a digital log of all offences committed and record kept of what warnings and fines that have been issued.

General

• Keep a petty cash float, which will be issued for general maintenance purchases
• Safe-keeping of all access keys and maintenance equipment, including tools, computer equipment, stationary etc.
• Keep a staff register and recording of staff working time, absenteeism and leave
• Keep a stock register, recording usage and control thereof, including but not limited to light bulbs, parts, cleaning chemicals and cleaning equipment. The register must be in excel and should record all invoice numbers as well as where and when the stock is used. This register should be available upon request.
• Keep a booking register for functions at the club house
• Keep a record of all access cards issued
• Keep a record of complaints by owners, tenants and contractors and the action(s) taken to resolve the issues must also be recorded. This information or brief extracts thereof will also be part of the Estate Manager’s reporting to the Trustees. The records should be digital and available upon request.
• Keep a copy of the database of owners/tenants obtained from the Managing Agent
• All copies of Residents building plans must be held at the Estate Manager’s office for reference
• Records must be collected of access card numbers, vehicle as well as renting tenants start and end of leases
• Request multiple quotes for work that may from time to time be required on the estate (e.g. repairs, cutting vegetation for painting etc.). These quotes to be presented with a recommendation to the trustees for final decision.
• Maintain a log of parking bays that are available for rent
• Keep a control sheet of the monthly reading and recording of all mains a water meters and electrical meters
• Attend meetings of the Home Owners Association and Body Corporate as and when required

Requirements

Experience and Knowledge:

• Previous experience in a similar role
• Knowledge of building facilities, operations and maintenance

Skills And Attributes

• Computer literate
• Basic knowledge of plumbing, electrical and painting
• Good communication skills
• Attention to detail
• Supervisory experience

Specific Requirements

• Own transport
• Clear health record
• Clear credit record
• No criminal record