Residential Estate Manager

SUMMARY:
Residential Estate Manager

POSITION INFO:

GENERAL PURPOSE OF THE JOB         

To coordinate the efficient day-to-day management of the Estate; to ensure that the Estate is maintained for the benefit of Residents; to ensure the financial health of the HOA; to ensure that laws, statutory regulations, and Estate rules are adhered to and that all developments or improvements on the Estate enhance value and comply with the relevant regulations.

KEY OUTPUTS AND RESPONSIBILITIES:

DAY TO DAY SERVICE DELIVERY              

• Ensure uninterrupted service delivery in terms of:
  • Compliance with Estate regulations, rules, and policies
  • Maintenance of the Estate’s security infrastructure
  • Maintenance of the Estate’s parks and other landscaped areas
  • State of repair of Estate buildings and assets, infrastructure, roads, and pathways.
  • Assist in setting and enforcing performance standards for contractors and service providers and ensuring that detailed written agreements that protect the Estate’s interests are in place
  • Monitor the quality-of-service delivery and enforce performance in accordance with agreed standards
  • Encourage constant improvements in service delivery through better systems, controls and ways of working

FINANCIAL MANAGEMENT AND ADMINISTRATION                      

• Coordinate the preparation of annual budgets and submission to the Board for approval
• Delegate responsibility for approved functional budgets as applicable (security, maintenance etc.) and monitor performance against budgeted parameters
• Report on the financial health of the HOA in terms of Creditors, Debtors, handed-over accounts, and progress with legal action if applicable
• Recommend improvements in the management of finances and implement corrective action for out of budget expenditure or ad hoc proposals
• Maintain detailed Asset registers:
  • Buildings & improvements
  • Furniture, Fixtures & Equipment
  • Vehicles
  • Provide guidance and support to the finance and administration team
  • Monitor the expenditure and returns from events, fundraisers, and similar promotional activities.
  • Ensure the integrity of record keeping and filing
  • Ensure data integrity:
    • Residents’ contact details
    • Access data
    • Contracts and service agreements
    • Investigate and introduce forms, tools, templates, systems, and processes to improve office performance

PLANNING                      

• Participate as a member of the Board in setting the vision and strategic direction for the HOA
• Accept the strategic priorities from the
• Board and develop annual goals for implementation
• Delegate the relevant goals to the various management functions and develop written measurable delivery targets/goals for the managers
• Monitor ongoing performance against the agreed targets and goals and institutes remedial action as appropriate
• Provide guidance and support to function
• heads in terms of delivery on their goals
• Consult and recommend tools, systems
• processes to improve performance
• Assess existing systems and develop revised or new fit-for-purpose procedures or systems

HUMAN RESOURCES                   

• Ensure that the various functional structures are clearly defined, and that individual managers and staff are informed about the requirements of their jobs
• Recruit, develop, train, reward and retain a competent Office team
• Develop and promulgate HR policies and
• procedures for implementation
• Monitor and promote healthy work
• relationships
• Ensure that all staff have clear goals with identified key performance indicators (KPI’s) and that their performance is managed and measured in
• terms thereof
• Convene regular staff meetings
• Ensure compliance with all HR related
• legislative and regulatory requirements
• Ensure that any disciplinary and poor performance issues are dealt with promptly, fairly and in accordance with labour legislation and the Estate’s HR procedures

MARKETING AND COMMUNICATIONS                

• Ensure that there is regular communication within the Estate – to the Residents and any other interested parties
• Ensure that the Marketing function arranges events that promote the image of the Estate

LEGAL COMPLIANCE                   

• Ensure that all Estate policies, procedures, and practices comply with legal and environmental requirements as well as with Estate rules
• Ensure that adequate policies are in place to guide Residents, staff and contractors and that there are penalties defined for transgressions
• Ensure that the relevant parties comply with the OHS legislation and regulations
• Ensure that the principles of Corporate Governance are complied with

BOARD PARTICIPATION

• Attend Board meetings as requested
• Make representations on behalf of the management team and on areas of responsibility
• Implement relevant Board decisions
• Submit written reports and proposals to the Board and provide information on queries raised
• Provide clear and accurate information to the Board on Financial Performance
• Submit annual budget proposals to the
• Board for approval and implement the
• agreed budget within the approved parameters
• Communicate Board decisions and minuted feedback to the Office team for information and action as appropriate
• Ensure full legal and statutory compliance with Board appointments and with changes in Board Membership
• Arrange for proper record keeping of Board meetings (preparation of minutes, register of resolutions etc.)

RISK MANAGEMENT     

• Conduct risk analysis and institute appropriate action to prevent risk factors or minimise the potential consequences
• Report all significant risk factors to the
• Board and obtain approval for action or report on preventive action already instituted

Monitor the integrity of data and records

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