Estate Manager

VACANCY FOR ESTATE MANAGER

Position: Estate Manager

Location: 24 Walton Avenue, Carlswald, Ext 35, Midrand, 1684

Hours: Full-time, onsite

Salary: Market-related

We are seeking a dynamic and skilled Estate Manager to oversee the daily operations of our residential complex. As the primary point of contact for residents, you will be responsible for maintaining a high level of customer service and professionalism at all times. Your duties will include overseeing property operations, managing maintenance and repair projects, and resolving any tenant concerns or issues promptly and effectively. This position requires a highly proactive, hands-on approach, with the estate manager expected to actively participate in on-site management, routine maintenance, repairs, troubleshooting, and immediate response to operational needs.

In addition, the successful candidate will have a keen eye for detail and a thorough understanding of property regulations and compliance standards. You will work closely with suppliers and contractors to ensure timely and cost-effective repairs and maintenance, while also being proactive in identifying opportunities for property improvement and enhancement. If you have a strong background in property management, project management, excellent communication skills, and a passion for creating a positive living environment for residents, we encourage you to apply for this exciting opportunity.

Contact Information:

To apply for the Estate Manager position, please submit your CV and any additional information to:

Managing Agent:

Name: Khulisa Property Management

Email: umthunzi@khulisaprop.co.za

We look forward to receiving your application and to potentially welcoming you to our team at Umthunzi Valley Body Corporate.

JOB DESCRIPTION

1. INTRODUCTION

This Job Description serves as a summary of the Estate Manager’s functional responsibility to the Managing Agent and the Body Corporate. The prime objective of an Estate Manager is to administer the estate as efficiently as possible.

The Estate Manager will be required to carry out the following duties or further:

2. GENERAL LABOURERS/CONTRACTORS

Control of the general labourers and/or contractors is the direct responsibility of the Estate Manager, and they are to be supervised on a daily basis.

2.1. Attendance

The Estate Manager is to familiarize him / herself with the working hours of each general labourer and/or contractor and is responsible for the execution thereof. No private work should be done during working hours. A daily attendance register of the labourers/contractors is to be maintained and kept on record by the Estate Manager.

2.2. Work schedule

It is the responsibility of the Estate Manager to ensure that the labourers and/or contractors adhere to their job description/service level agreement promptly and efficiently. Cleaning, maintenance and gardening duties are to be clearly allocated and understood, therefore a staff schedule stating specific daily duties for each labourer/contractor is to be compiled and monitored for execution.

2.3. Grievances

All grievances from labourers and/or contractors are to be tended to by the Estate Manager in conjunction with the Trustees.

2.4. Discipline

Any form of misconduct or incapacity of a general labourers and/or contractors must be reported to the Trustees immediately. The necessary disciplinary action will then be taken.

3. SECURITY

3.1. Contractual agreement

It is the responsibility of the Estate Manager to ensure that the contractual agreement with the security service provider is adhered to. Any problem with the guards should be brought under the attention of the Trustees.

4. SUPERVISION

4.1. Daily inspections

The general appearance of the property is a reflection of the Estate Manager’s ability to administer the building and render efficient service to the Body Corporate. It is important for the Estate Manager to familiarize him / herself with the rules of the complex and to communicate suggestions in regard thereto with the Trustees. Daily walks around the complex are compulsory for the purpose of ensuring a pristine appearance of the property and general adherence to complex rules. Any contraventions are to be dealt with by the Estate Manager in accordance with conduct rules and following consultation with Managing Agent and the Trustees.

4.2. External supervision

Estate Manager shall supervise the following activities:

• Cleaning of walls around the perimeter.
• Gardening and maintenance of lawns, watering and removal of weeds.
• Cleaning of parking areas and canopies, checking for illegal parking.
• Decluttering and disinfection of drains, basins, gutters, downpipes and waste water galleys.
• Checking for faults and damage of electrical fittings, pipes, taps, etc.
• Monitoring refuse removal and cleaning of the refuse bins and refuse area.
• Cleaning and maintenance of the swimming pool and pumps.
• Managing use of the parking bays and ensuring no driveways are obstructed.
• Supervision of projects approved by Trustees.
• Identification of light bulbs to be replaced.
• Supervision of cleaning and neat keeping of common property areas such as windowsills, garage doors, pathways, common braai areas, kid’s play area and washing line area.
• Identification of areas that require painting.
• Inspection of fire equipment.

4.3. Interior supervision

Items for interior supervision include, but are not limited to:

• Cleaning of the clubhouse, gym, guard house, including their windows.
• Inspecting neatness of general worker living quarters, as well as the toilet and plumbing.

5. MAINTENANCE AND REPAIRS

5.1. Minor repairs

The Estate Manager, is expected to tend to all minor repairs on common property areas which may include:

• Changing of light bulbs.
• Repairs of leaking taps.
• Minor painting and touching up.

5.2. Contractor Services

Where services are beyond the capability of the Estate Manager, the following procedure should be followed:

• Obtain three quotations for services.
• Acquire Trustee approval, make out an order and ensure that the quoted price, plus the full description of the job is written on the order. Submit a copy of the order to the supplier and the Managing Agent.
• The order number must always be given to the supplier. The complex name must be clearly printed on the order. If the service is recoverable from an owner/tenant, this must also be stated on the order.
• Ensure that the services are performed in accordance with the quotation and instructions.
• Sign off on the Invoice and obtain sign off from the owner/tenant if applicable.
• Submit the email reporting the matter by owner/tenant, before and after pictures /videos & signed invoice to the Managing Agent for Trustee approval and payment.

5.3. 10 Year Maintenance Plan /Special Projects

• The Estate Manager is responsible for preparing a simplified 10-year maintenance plan. This must be prepared in consultation with the Managing agent and Trustees.
• The Estate Manager is responsible for completing projects required for each year.
• Approval for each project must be obtained from Trustees prior to commencement.
• It is to the discretion of the Trustees whether to complete the project in house or to outsource it.
• The Estate Manager is responsible to provide all information to trustees to make an Informed decision such as but not limited to bill of quantities, 3 quotes, project duration, project plan, equipment requirements, labour requirements, estimated costs.
• The Estate Manager is responsible for complete end to end project management of all 10-year plan projects.

6. OWNER / TENANT ADMINISTRATION

6.1. Handovers

Handover between old and new owners are to be administered by the Estate Manager, including issuing and programming remotes/tags or biometrics for new occupants and k