Estate Manager - Dainfern area at Trafalgar Property and Financial Services

This would include (but not be limited to):

• Ensure that the estate is safe, secure, protected and well maintained
• Coordinate the efficient day-to-day management of the Estate
• Lead and manage the staff employed
• Prepare, present and manage annual budgets and ensure the financial health of the estate
• Recommend, liaise and manage service providers in accordance with SLA’s
• Build contacts and relationship local authority, neighbouring associations, councilors etc in order to keep BoT and owners/residents adequately informed of relevant information
• Ensure that laws, in terms of the approved constitution / MOI & rules are adhered to and that all developments or improvements on the estate are enhanced and comply with the relevant regulations
• Promote the good reputation of the estate

Security:

• Ensure uninterrupted secure and consistent access control procedures for entry and egress of the estate by owners, residents, visitors, staff, contractors etc.
• Monitor and evaluate the security SLA, operationally, financially and strategically

Financial Management:

• Preparation, presenting and management of annual financial budgets
• Monitor ongoing financial performance against agreed budgeted targets and goals and institute appropriate remedial action control in accordance with the provisions of the budget and the relevant authority matrix
• Interpretation of financial statements for the effective management of expenses in line with budget availability
• Asset register management

Estate Management

Operations

• Strategically plan and manage the operations of the estate and plan and manage various projects in accordance with board approved initiatives
• Efficiently co-ordinate the management processes in the planning, organizing, leading and control of the many interfaces between admin, environment, security and estate resident relationships
• Ensure uninterrupted service delivery in terms of regulations and rules; noise control; control of pets; maintenance of the landscape; state of repair of roads and pathways, state of repair of all common properties of the estate
• Identify ongoing maintenance needs of all facilities.
• Manage service providers (SLA’s) by monitoring the quality of service delivery and enforcing agreed performance standards daily as well as with formal monthly meetings, annual reviews and pricing negotiation when necessary

Management team

• Accept the strategic priorities from the Board and develop annual goals for implementation
• Participate in meetings of the HOA Board of Directors
• Attend all HOA meetings and ensure accurate minutes are recorded
• Contribute to all decision making and make representation on behalf of the management team and areas of responsibility 
• Submit written reports and proposals to the board and provide information on queries raised

Compliance

• Ensure legal and procedural compliance (MOI/Constitution, POPI, CSOS, Companies ACT, By-Laws, Estate rules & regulations, architectural guidelines)
• Arrange, attend and monitor procedural compliance of member’s meetings (AGM & EGM)
• Ensure that adequate policies are in place to guide residents, staff and contractors and that there are penalties defined for transgressions
• Advise and manage owners, residents, architects and contractors on the estate MOI, management requirements and estate rules and manage the process of transgression letters and penalties
• Ensure that all estate policies, procedures and practices comply within the governance framework , being the constitution and estate rules

Parks and Estate Beautification:

• Ensure the environment is kept clean and tidy for residents to enjoy all the facilities to its level best
• Regular maintenance of park recreational facilities to ensure safety and cleanliness
• Manage sewer spillages within the estate on an ongoing basis for both immediate resolution and medium to long term solutions
• Regular water management of dam as required by seasonal changes and in compliance with municipal by laws
• Ensure regular maintenance of all machinery eg. pumps, generators, etc
• Oversee the ultimate removal of all invasive species in common areas in conjunction with appointed landscaping contractor and with estate community involvement initiatives
• Regularly advise on and oversee garden bed maintenance and new bed designs
• Ensure seasonal color planting in key areas for overall beautification
• Address soil erosion alongside the estate river course and dam with gabion or similar reinforcement materials

Meetings:

• Arrange face to face meetings with any disgruntled or unhappy residents or suppliers to address the matter with a formal follow up thereafter
• Arrange and manage the scheduling of agendas of general, board and standing committee meetings
• Attend all general, board and other committee meetings
• Ensure proper, systematic and timeous reports of meetings (minutes and resolutions)
• Implement, execute and follow up on resolutions and action items of meetings
• Attend (monitor/evaluate/give feedback) applicable local community or similar meetings
• Set up, co-ordinate and attend the Annual General Meeting as well as regular meetings of Board of Trustees 

Communication and Public Relations:

• Communicate rules cost effectively via estate communication channels
• Provide content for and oversee the issuance of the estate monthly newsletter
• Serve at an appeal level where queries, suggestions and complaints unable to be resolved
• Enforce the provisions of the estate rules without leniency and with strict follow up on deadlines given, in writing and verbally

Qualifications and experience:

• Proven track record and 3 years’ experience as an Estate Manager
• Well organized with excellent time management skills
• Excellent working knowledge of Estate Security
• Excellent working experience of Estate type technologies
• Full understanding of property management and its financial aspects
• In depth knowledge of rules and regulations surrounding property & estate management and related governmental bodies
• Competency in MS Office and relevant databases and software is key
• High sense of customer focus
• Experience in facilities management an advantage
• Estate management or business management qualification an advantage