Estate Manager

Duties & Responsibilities:
Security

• Check the OB (Occurrence Book) from the previous night
• Meet with guards
• Conduct an inspection of guards -dress code, alcohol, and absenteeism 
• Meet with the supervisor
• Conduct training of guards
• Security to share the roster of guards
• Ensure SOPs are visible and easily accessible
• Review and update SOPS
• Conduct a walkabout to assess security risks

• Guard house - checking camera function
• Perimeter Walls
• All Cameras
• All entry and exit gates 2-Big Park; Pedestrian, main entrance and exit
• Boom gates
• Conduct nightly inspection to check all estate lights in working order

• Conduct weekly inspection of activities and service delivery
• Waste Disposal
• Pre-paid Metering vendor

• Onboarding of new tenants and or owners on Click on
• Ensure the resident database is maintained and current with active residents
• Maintain pet register-accurately
• Develop with the Trustee, will develop and implement SOP’s for all estate functions
• Vehicle audit and registration

• Implement restrictions on non-payers as per SOP
• Monitor We-connect U to check compliance with levy payments
• Draft letters to non-payers or late payers
• Ensure that money collected by MyVoltage for late payers is paid to the estate

• Prepare the monthly management account spreadsheet for authorisation by trustees

• Receive requests for assessment for repairs by residents via email
• Grade the issue based on urgency
• Contact vendors to assess and provide quotations
• Quotations approved by trustees with the scope of work attached
• Invoice submitted for payment with a normal payment run

• Convene bi-weekly trustee and EM meetings -set a schedule for the year and circulate
• Send the agenda 24 hours before the meeting to get inputs
• Minutes to be shared within 5 working days of the meeting
• Follow up on action plans
• Action plans to be presented at the next meeting with deliverables