We are seeking a professional, organized, and confident Estate Manager who is computer literate, able to handle emergencies after hours when required, and capable of overseeing the full operational function of the estate.
Minimum skills and experience required:
Experience in estate, facilities, or property management
Strong organizational and administrative capabilities
Competent in contractor and service-provider management
Excellent communication and stakeholder liaison skills
Ability to manage staff effectively
Strong record-keeping and reporting abilities
Computer literate (MS Office, email, reporting systems)
Financial awareness (petty cash, quotes, basic budgeting)
Ability to work after hours when required
Duties and Responsibilities:
Landscaping and Ground Maintenance
Ensure the estate's appearance is consistently maintained by the landscaping team
Conduct weekly checks of equipment registers and attendance registers
Provide training and support to landscaping staff
Maintain accurate and secure records of all landscaping activities
Inspect storerooms and refuse areas weekly
Review landscaping programmes every two weeks
Ensure al grounds, lawns and shared spaces are neat, clean, and presentable
Security Management
Oversee all estate security operations
Report all security incidents, concerns, or queries in writing to the security company and escalate where necessary
Monitor guard behavior, performance, and overall presence
Check the Security Incident Register daily
Implement and monitor guarding point checks
Compile and hand over incident reports to the Managing Agent
Contractor and Service Provider Management
Issue contractors with estate rules and ensure compliance
Enforce adherence through monitoring and issuing fines for non-compliance (with a 7-day notice)
Maintain the gate access database and issues the correct access forms to residents
Acquire and assess quotes for maintenance work (minimum of 3 quotes)
Submit quotes to the Managing Agent and Trustees for approval
Monitor service provider performance and issue fines where necessary
Client and Resident Liaison
Act as the central liaison between residents, the Managing Agent, the HOA, and MHG
Address resident queries and concerns professionally and timeously
Facilitate clear communication between stakeholders
Conduct regular inspections of Body Corporates and free-standing units regarding upkeep and maintenance
Maintenance and Operational Oversight
Ensure all service providers operate within estate rules and contractual expectations
Collect required documentation from new service providers and submit to the Group Operations Manager and Trustees where necessary
Manage and escalate operational issues appropriately
Maintain structured and complete operational records
Homeowner Compliance
Investigate homeowner rule violations
Compile findings and hand them over to the Managing Agent for formal fine issuance
Financial and Administrative Controls
Maintain knowledge of and operate within the approved estate budget
Manage petty cash responsibly and maintain accurate logs
Assist with compiling and submitting salary/wage information to the Managing Agent
Ensure all administrative and operational records are stored securely
Water Meter Management
Ensure accurate water meter readings are taken and captured
Submit readings to the Managing Agent and Altevex
Investigate and resolve discrepancies