South Africa: Caretaker/Estate Manager posted by BCA-WC

Day-to-day management and maintenance of the estate, including operational supervision, coordination of service providers, enforcement of rules, and support to the Board of Trustees, thereby safeguarding the value and functionality of the common property and enhancing the quality of life for residents. 2. KEY ACCOUNTABILITIES AND DUTIES A. OPERATIONAL MANAGEMENT • Daily inspection of common property (grounds, buildings, equipment) for cleanliness, safety, and maintenance issues. • Implement and monitor a proactive maintenance plan for all infrastructure, including lifts, pumps, lighting, paving, painting, and security systems. • Log, track, and follow up on maintenance requests and faults reported by residents or staff. • Ensure compliance with maintenance schedules, especially preventive and cyclical maintenance. • Coordinate access to units for repairs affecting common property (e.g., geysers, plumbing). B. SERVICE PROVIDER AND CONTRACTOR MANAGEMENT • Supervise and evaluate the performance of all contractors and service providers (cleaning, gardening, security, pest control, etc.). • Ensure all work is performed according to contract and signed service level agreements (SLAs). • Facilitate tender processes where applicable and make recommendations to trustees. • Verify job completion before authorizing payment requests to the managing agent. C. TRUSTEE SUPPORT AND ADMINISTRATIVE DUTIES • Attend trustee meetings and record operational reports or minutes if required. • Maintain accurate records of inspections, incidents, maintenance logs, and compliance reports. • Compile a monthly Estate Manager Report for presentation to trustees. D. FINANCIAL & BUDGET SUPPORT • Provide input into the preparation of annual maintenance and operational budgets. • Monitor cost efficiencies and identify areas for savings. • Maintain a petty cash system (if applicable) and submit expense reconciliations to the managing agent. • Assist in cost comparisons and quotes for goods or services above threshold as determined for trustee approval. E. HEALTH, SAFETY & LEGAL COMPLIANCE • Ensure all health and safety protocols are implemented and enforced in line with the Occupational Health and Safety Act. • Maintain a risk register and coordinate fire drills, emergency evacuation plans, and safety signage. • Ensure compliance with insurance requirements related to physical condition of the scheme. • Report all incidents or injuries on common property and maintain incident logs. F. SECURITY MANAGEMENT • Liaise with the contracted security company regarding guarding services and protocols. • Review and submit security incident reports to trustees monthly. • Enforce access control policies, including vehicle registration and visitor protocols. • Recommend improvements to security infrastructure (e.g., CCTV, electric fencing, lighting). G. COMMUNITY LIAISON AND RULE ENFORCEMENT • Act as the first point of contact for resident queries and complaints. • Enforce the conduct and management rules of the scheme and escalate repeat or serious violations to the trustees. • Assist in communicating trustee decisions to residents in a professional and impartial manner. • Issue contravention notices as directed by trustees. H. PROJECT MANAGEMENT • Oversee capital improvement and major maintenance projects (e.g., waterproofing, painting, paving) as delegated. • Coordinate consultants (engineers, QS, architects) as required. • Track progress, quality, timelines, and compliance of projects. I. TECHNOLOGY & SYSTEMS • Use digital tools (e.g., estate management apps, Excel, email, cloud storage) to maintain and share records. • Ensure that resident databases and scheme information are kept secure and up to date in compliance with POPIA. • Recommend and implement digital solutions for maintenance tracking, notices, or communication with owners/residents. 3. REPORTING & COMMUNICATION STRUCTURE • A monthly operational report must be submitted before each trustee meeting. • The Estate Manager will coordinate with the appointed managing agent and service providers.