Estate Manager Market Related

Search Partners International (Pty) Ltd • Remote (MS, United States) • $200k - $250k / year • 1m ago

Oubaai Golf Estate is looking for an Estate Manager who will be responsible for the following:

To organize the HOA administration in a manner that enables and holds the Estate Manager accountable for the overall performance of the Association;
To oversee and manage the overall day-to-day operations and business activities of the Association;
To manage all the reserve funds, the collection of levies and the timely payment of bills;
To make arrangements with specialists for repairs or consulting services that are regularly contracted by maintenance staff or Association employees;
To act in good faith and not act contrary to the Home Owner's Association (HOA)'s interest and not use power for an improper purpose;
To avoid conflicts of interest, not to misuse position to gain personal advantage;
Promote the success of the Home Owner's Association (HOA) for the benefit of its stakeholders;
Foster healthy business relationships with suppliers, members and other stakeholders;
Ensure the Home Owner's Association (HOA) maintains a reputation for high business conduct and ethics standards;
Assume overall responsibility for all maintenance of all shared assets to agreed standards;
Adhere to statutory obligations and quality and best practice guidelines;
To identify hazards, defects; to ensure compliance with applicable codes, law, working practices and health and safety;
To administer and enforce the Architectural and Development Guidelines and the Estate rules.

To formulate an operational budget for Home Owner's Association (HOA) to be approved by the Board of Trustees and Members of the Association;
To keep accurate, up-to-date financial records of income and expenditures from operations and presenting these to the Board of Trustees in Management Reports;
Compiling various budgets, financial spreadsheets and data reports as Information Management Reports to the Board of Trustees and Members of the Association;
To analyze and recommend budget adjustments to enhance the effectiveness of the HOA in future financial periods;
To keep up to date, the Capital reserves strategy and keep track of Association assets.

To review and provide comments on the inadequacy of documents, business processes, and necessary steps to cure any deficiencies and improve productivity;
To coordinate all changes to the Association's governing documents via the required and official channels;
Liase with City Council to approve proposed changes to governing documents.
To organize, attend and assure accurate recordings of business minutes from the Board of Trustees, Annual General or any other formal meeting, reviewing and distributing such information via a controlled process;
To interact with the Board of Trustees and members of the Association regularly or when needed;
Assist and guide the Board in making informed decisions regarding their roles and responsibilities;
Assist and guide new Trustees after their appointment.

To interpret, educate and advise HOA members on governing documents, compliance and other related rules and regulations governing the Home Owner's Association (HOA);
Initiate and oversee legal proceedings against any transgressor, member, or non-member for wrongdoing against the Association should the Trustees require or approve such legal action;
To investigate and resolve complaints from members and residents;
To engage in disputes that may impact residents and owners and to review any proposed changes or improvements by homeowners to their properties to make sure that they comply with Architectural guidelines;
Ensure effective control and release of confidential information of members.

Schedule regular checks and assessments for maintenance, health and safety and security and liaising with Line Managers to ensure jobs are performed as they are required;
According to the HOA operational budget and work scope, manage HOA employees and contractors, subcontractors and suppliers of services, security, maintenance, groundskeepers, or any other workforce entering the Estate;
To continually improve office organization and processes by monitoring staff roles and responsibilities;
Monitor the performance of permanent staff and subcontractors appointed by the Association;
To promote the Home Owner's Association (HOA) employees and provide a growth plan where possible;
To provide or organize on-site training to staff where needed and transfer knowledge to the Association's benefit.

Ensure maintenance programs and management controls and improve business processes where necessary;
To oversee and manage the overall maintenance of common areas, built-in infrastructure, telemetry, sewage works, high and low voltage electrical networks using checklists and reports or any other means necessary.

Be responsible for a team that will carry out skilled and general maintenance, gardening and building maintenance duties and be involved in all aspects of estate management;
To implement and review tender proposals to monitor contracts' fulfillment and adherence to work scope by appointed suppliers for repairs (capital and routine), maintenance, landscaping and safety & security, etc.;
To instruct, liaise with the Association's attorneys, water affairs, environmental engineering and electrical consultants, auditors or any other professional person/s appointed by the Association;
Liase with ARC (Association of Residential Communities) of possible legal, statutory and business impacts on registered community associations;
To engage in risk assessment and management in conjunction with the insurance company, assessors and auditors or any other professional or consultant appointed by the Association or the Board of Trustees;
To identify the necessary elements for a disaster plan and plan to act if necessary;
Stay up to date on potential threats that may have an impact on the community or the Associations;
Manage and address external threats where possible and inform the Board of Trustees in Management Reports or any other communication means;
To manage and take overall responsibility for the safety and security of the Estate.

Education and Experience:

A bachelor's degree in a relevant field, such as Business Management, Facilities Management, Public Administration, or a related discipline that you might think can add value.

Certifications:

Relevant certifications such as Certified Property Manager (CPM), Certified Manager of Community Associations (CMCA) or Professional (PCAM) or any similar designations can enhance credibility.