Blue Valley Country & Golf Estate HOA at Trafalgar Property Management (Pty) Ltd

JOB TITLE

Estate Manager

REPORTING LINE

Chairperson – Blue Valley HOA Board of Directors

GENERAL PURPOSE OF POSITION

To coordinate the efficient day-to-day management of the staff employed by the Estate to ensure that their specific duties are well performed for the benefit of the Residents and the HOA; to coordinate the implementation of projects and resolutions approved by the Board; to ensure the financial health of the HOA; to ensure that laws, statutory regulations and estate rules are adhered to.

KEY OUTPUTS / RESPONSIBILITIES

OUTPUT

WEIGHTING

KEY ACTIVITIES

1

Day-to-day management of staff

30

Based on time

Ensures that managers deliver uninterrupted service in terms of:

Security & safety, controlled traffic, access control;

Compliance with building regulations and rules

Noise control and control of pets

Maintenance of the gardens and landscape

State of repair of roads and pathways

Assists in setting and enforcing performance standards and SLAs for contractors

Monitors the quality of service delivery by managers and enforces performance in accordance with agreed standards

Encourages constant improvements in service delivery through better systems, controls and ways of working

2

Financial Management and Administration

10

Based on time

Contributes in the preparation of annual budgets

Delegates responsibility for approved functional budgets as applicable and monitors performance against budgeted parameters

Liaises with Managing Agent and the Board Finance Director in relation to invoicing and financial reporting

Submits monthly and annual analysis and reports to Board

Recommends improvements in the management of finances and implements corrective action for out of budget expenditure or ad hoc proposals

3

Planning and Management

30

Based

on time

Participates in Board meetings and its committees to provide operational input and contribute in setting the vision and strategic direction for the Estate

Accepts the strategic priorities from the Board and participate in developing annual goals for implementation

Delegates the relevant goals to the various management functions and develops written measurable delivery targets/goals for the managers

Monitors ongoing performance against the agreed targets and goals and institutes remedial action as appropriate

Provides guidance and support to function heads in terms of delivery on their goals

Consults and recommends tools, systems process to improve performance

Calls for action on performance failures.

Assesses existing systems and develops revised or new fit-for-purpose systems

4

Human Resources

15

Based on time

Ensures that the various functional structures are clearly defined and that individual managers and staff are informed about the requirements of their jobs

Recruits, develops, trains, rewards and retains a competent Management team in all key functions

Develops and promulgates HR policies and procedures for implementation

Monitors and promotes healthy work relationships

Ensures that all Managers have clear goals and that their performance is managed in terms thereof

Convenes regular management meetings

Ensures compliance with all HR related legislative and regulatory requirements

Ensures that any disciplinary and poor performance issues are dealt with promptly, fairly and in accordance with labour Legislation and estate rules and procedures

5

Governance

15

Ensures that all estate policies, procedures and practices comply with legal and environmental requirements as well as with estate rules

Ensures that adequate policies are in place to guide residents, staff and contractors and that there are penalties defined for serious transgressions

Monitors that the various structures and constitutions comply with Company law and with any other statutory requirements

Ensures that the relevant parties comply with the OHS legislation and regulations

Generates, reviews, maintains, ensures property approved and applies consistently all necessary estate rules, policies and procedures

Provides guidance to all stakeholders on Corporate Governance

Develop working relationship with local SAPS and all relevant departments of Tshwane Metropolitan Council

KNOWLEDGE / KNOW-HOW REQUIRED TO DO POSITION

Basic knowledge and understanding of Construction regulations

Basic knowledge and understanding of Security processes and requirements

Good understanding of organisational culture

Good understanding of financial statements and financial management reports

Good understanding of contracts and contract negotiation

Good understanding of customer service requirements

SKILLS / ABILITIES REQUIRED FOR POSITION

Ability to plan, delegate and control performance

Ability to write, analyse and interpret financial statements

Ability to delegate and manage a team of Managers

Strong communication skills – at all levels – especially with own team, with the Board and with residents and with third parties

Languages; Excellent English written, spoken

Ability to manage performance of managers, provide guidance and coaching and enforce corrective action when appropriate

Ability to interpret and implement strategic direction

QUALIFICATIONS / EXPERIENCE REQUIRED FOR THIS POSITION

Financial qualification at Bachelor or equivalent level – able to write and interpret financial reports

Tertiary qualification in general management or equivalent – planning and coordination skills 5 – 8 years management experience in a corporate environment

Fully conversant and capable with MS Office tools; email, Word, Excel, PowerPoint.

Reasonably tech-savvy with modern tablet phones and associated applications including WhatsApp

PERSONAL ATTRIBUTES REQUIRED FOR THIS POSITION

Professional and diplomatic – environment can become “political” because of diverse interests

Dependable – can work without constant direction

Compliant – respects rules, directives and legislative requirements

Self-confident

Goal driven

SPECIFIC REQUIREMENTS FOR THIS POSITION

Flexible working hours / Overtime – must be available for after hour meetings

Negotiation with diverse interest groups

DECISION MAKING

Key decisions required

Decision making limits

Independent decisions within budget and agreed goals

Consultative for out of budget decisions

Decisions within agreed SLA’s

Can institute legal action on overdue debtors and traffic offenders

Based on the Delegation of Authority document

Board for approval

Consults Board

Consults Board

REPORTS

Direct reports (Job titles)

Risk Manager

Infrastructure and Facilities Manager

Aesthetics Manager

Communications Manager

DEPENDENCE ON OTHER REPORTS

Other Roles

Nature of Dependence

All subordinates

For performance of the requirements of their job

For feedback

Board

For vision and direction and budget approval

For approval of projects and expenditure