Estate Manager

SUMMARY:
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POSITION INFO:

Estate manager

A well-established Homeowners’ Association (“HOA”) in Century City, Cape Town, is looking for an Estate Manager to manage the day-to-day operational matters of the estate. The successful candidate will be a professional person who can multitask on various matters without supervision, able to take initiative, and is detail-oriented.

The estate consists of 85 free-standing homes and 312 apartments.

Duties and responsibilities

• All day-to-day operations of the estate (required to walk around the estate at least once a day).
• Manage contractors/service providers and ensure that they are performing their duties in terms of the contracts with the HOA. Contractors/service providers include, inter alia, security, garden service, and cleaning.
• Manage an Administrator and a “handyman”.
• Ensure that, inter alia, electric fence, pool and pond pumps, access control/security equipment are operational and regularly inspected and maintained.
• Manage overall aesthetics of the estate by ensuring that any common property items requiring maintenance/cleaning are performed, and identifying any free-standing houses that require maintenance (visible from common property)
• Manage maintenance (ad hoc or scheduled) and other work required -
  • Obtaining quotes
  • Presenting quotes to trustees (with a recommendation) and obtaining trustee approval.
  • Once approved, managing the work required to be done and ensuring that the work quoted for is done
  • Signing off on the work and confirming to trustees that the work has been completed to an acceptable standard
  • Ensuring supplier invoices are paid by the managing agents
• Ensure that maintenance plans for the HOA and the 2 bodies corporate are in place, current and adhered to.
• Monitor renovations to ensure that it is done in accordance with the architectural guidelines and to identify deviations as soon as possible.
• Ensure that health and safety compliance is adhered to, including arranging evacuations and ensuring that fire extinguishing equipment is maintained and serviced
• Enforcement of the estate's rules by identifying transgressions. Issuance of warnings and fines is managed by a disciplinary committee, and an Administrator is responsible for the drafting of letters and correspondence, but the estate manager needs to be able to assist when required and be aware of warnings and fines.
• Process access control requests for new residents.
• Liaise with Century City Property Owners Association security and the HOA security provider to proactively identify and address security risks and manage security incidents.
• Manage owner and resident queries and either communicating requests to trustees (if required) or dealing with the query.
• Monitor and report tasks required in the estate.
• Provide a weekly report to trustees of issues identified during the week, and any issues in the prior week that remain unresolved.
• Attend trustee, contractor/service provider, and other meetings

Requirements and attributes

• Experience with an HOA / body corporate will be advantageous, but not essential
• Experience in managing property maintenance
• Ability to work with minimal / no supervision
• Fully proficient in Microsoft Outlook, Word, and Excel, and able to adapt to other required software
• Proficient in spoken and written English
• Good report/letter writing (spelling, grammar, and layout)
• Excellent communication skills. This would be required to deal with owners, residents, and trustees of the HOA and 2 bodies corporate.
• Attention to detail
• Driver’s license

Remuneration

• Will be based on experience.