Complex Manager

We are looking for a reliable and proactive Complex Manager to provide on-site assistance at Whitehall Court, a residential Share Block.

• Reports to: The Board of Directors (through the Chairperson).
• Employment type: Full-time / Half-day (arrangement to be agreed upon).
• Location: On-site at Whitehall Court, Rondebosch.
• Salary: To be discussed during the interview.

OVERVIEW & PURPOSE

To manage the day-to-day operations of the complex on behalf of the Board. The Complex Manager ensures that the property is professionally maintained, contractors are effectively managed, residents receive a high standard of service, statutory obligations are met, and Board decisions are implemented efficiently.

PRIMARY RESPONSIBILITIES

1. Property Operations & Maintenance

• Responsible for the daily operation of the complex, including routine building inspections, preventative maintenance, and reactive maintenance.
• Manage work orders, schedule services, maintain operational records, and conduct final completion inspections.

2. Contractor & Project Management

• Obtain, compare, and verify scopes of work for job quotations, maintaining an approved contractor database.
• Brief contractors, coordinate site access, supervise on-site works, verify invoices, and report on contractor performance.
• Coordinate capital projects from specification preparation and quoting to contractor coordination, resident communication, progress reporting, and completion inspections.

3. Asset Management & Statutory Compliance

• Maintain comprehensive registers for plant and equipment, lifts, pumps, fire systems, CCTV, access control, electrical and plumbing infrastructure, reserve fund projects, warranties, and maintenance history.
• Coordinate statutory and operational compliance, including Occupational Health & Safety (OHS), Fire Safety, lift inspections, Electrical Certificates, water quality (where applicable), insurance recommendations, municipal requirements, service contracts, and risk registers.

4. Resident Services & Emergency Management

• Act as the primary operational contact for residents regarding maintenance requests, complaints, common property issues, contractor access, move-ins, and move-outs.
• Coordinate emergency responses involving burst geysers, plumbing or electrical failures, lift breakdowns, flooding, storm damage, security incidents, and contractor call-outs.

5. Board Support & Financial Administration

• Prepare monthly operational reports, maintenance status reports, project updates, risk reports, contractor performance reports, and recommendations for Board decisions.
• Attend Board meetings as required and ensure full implementation of Board resolutions.
• Assist the Board by preparing maintenance budgets, obtaining quotations, monitoring expenditure, checking contractor invoices, reporting against the budget, and identifying future capital expenditure.

6. Staff & Service Provider Supervision

• Monitor the performance of on-site personnel and specialist service providers, including cleaners, security, grounds staff, casual labour, and external contractors.
• Escalate issues when necessary.

AUTHORITY & GOVERNANCE LIMITS

• Scope of authority: The Complex Manager recommends, coordinates, supervises, reports, and implements Board decisions.
• Limitations: The Complex Manager does not determine policy, approve budgets, make governance decisions, alter rules, or enter into contracts without Board approval. All governance remains strictly with the Board.

SKILLS REQUIRED

Experience:

• Demonstrated experience in residential property management, sectional title or share block administration, contractor supervision, facilities management, maintenance planning, budgeting, and report writing.
• Excellent communication skills for liaising with residents, alongside strong conflict management capabilities.
• Proficiency in Microsoft Office (specifically Excel and Word).

Knowledge Areas (Advantageous):

• Occupational Health and Safety Act, basic building services, procurement processes, and insurance procedures.
• Acquaintance with communal schemes governance (Sectional Titles Schemes Management Act / Share Blocks Control Act).

QUALIFICATIONS

• Ideal: Facilities Management, Property Management, Building Management, or Construction Management.

OR

• Alternative: Minimum of 5 years of practical experience managing residential complexes.

Job Types: Full-time, Part-time, Contract

Work Location: In person