Estate and Administration Manager

Tailormade Solution; Umhlanga Rocks; Sur place; ZAR 480 000 - 780 000; Plein temps

Résumé du poste

Tailormade Solution in Umhlanga, KwaZulu-Natal is seeking an experienced Estate and Administration Manager to oversee day-to-day estate administration, governance implementation, financial controls, people management and resident services.

This senior role requires commercial acumen, integrity and strong reporting to support the Board of Directors with timely decisions. You will ensure governance, financial, and service-provider performance are managed professionally and consistently.

Qualifications

• Relevant diploma or degree in Business Administration, Property Management, Finance, Governance, Community-Scheme Management or related field.
• At least five years of relevant management experience.
• Experience in budgeting, financial controls, management reporting, procurement and contract administration.
• Experience managing staff and service providers.
• Strong written and verbal English communication skills, numeracy and digital literacy.
• Working knowledge of governance, the Companies Act, CSOS, POPIA, PAIA, labour administration and procurement controls.
• Valid driver's licence and ability to respond to authorised operational requirements outside ordinary working hours.

Responsabilités

• Prepare Board packs, agendas, management reports and action registers.
• Implement and monitor Board resolutions, policies and compliance deadlines.
• Maintain statutory registers, contracts registers, policy records and official documentation.
• Coordinate AGM and SGM administration, member notices and approved resolutions.
• Support compliance administration relating to CSOS, CIPC, POPIA and PAIA.
• Coordinate operational inputs into annual operating, capital and maintenance budgets.
• Review management accounts, cash flow, levy collections, arrears and budget variances.
• Monitor procurement processes, purchase orders, quotations and invoice approvals.
• Maintain appropriate financial controls, segregation of duties and audit trails.
• Coordinate audits or independent reviews and track corrective actions.
• Supervise estate employees, including performance management, attendance, leave administration and training.
• Manage service-provider contracts, performance reviews, service levels and compliance records.
• Coordinate competitive procurement processes and prepare recommendations within delegated authority.
• Address underperformance and elevate material contractual issues appropriately.
• Maintain accurate, secure and accessible records relating to residents, employees, contractors, incidents and complaints.
• Establish effective workflows, reporting dashboards and action-tracking systems.
• Manage resident enquiries, complaints and service requests professionally.
• Coordinate resident notices, updates and emergency communications.
• Maintain constructive relationships with the municipality, regulatory bodies and other relevant stakeholders.
• Maintain risk registers, insurance schedules, claims records and emergency contacts.
• Escalate material risks, suspected fraud, data breaches, safety concerns and statutory non-compliance.
• Coordinate professional advice where specialist legal, financial, HR or technical expertise is required.

Connaissances

Leadership

Financial acumen

Integrity

Judgement

Communication

Recordkeeping

Staff management

Stakeholder management

Formation

Diploma/degree in Business Administration or related field

Description du poste

Estate and Administration Manager

About the Role

Location: Umhlanga, KwaZulu-Natal
Employment Type: Full-time

A residential estate management organisation in Umhlanga is seeking an experienced Estate and Administration Manager to oversee day-to-day estate administration, governance implementation, financial controls, people management and resident services.

This is a senior management position requiring strong commercial judgement, integrity, sound administrative controls and the ability to support a Board of Directors with accurate reporting and effective implementation of decisions.

The successful candidate will ensure that administrative processes, financial controls, service-provider performance and resident communication are managed professionally and consistently.

Key Responsibilities

Governance and Board Support

• Prepare Board packs, agendas, management reports and action registers.

• Implement and monitor Board resolutions, policies and compliance deadlines.

• Maintain statutory registers, contracts registers, policy records and official documentation.

• Coordinate AGM and SGM administration, member notices and approved resolutions.

• Support compliance administration relating to CSOS, CIPC, POPIA and PAIA.

Financial Administration and Controls

• Coordinate operational inputs into annual operating, capital and maintenance budgets.

• Review management accounts, cash flow, levy collections, arrears and budget variances.

• Monitor procurement processes, purchase orders, quotations and invoice approvals.

• Maintain appropriate financial controls, segregation of duties and audit trails.

• Coordinate audits or independent reviews and track corrective actions.

People and Service-Provider Management

• Supervise estate employees, including performance management, attendance, leave administration and training.

• Manage service-provider contracts, performance reviews, service levels and compliance records.

• Coordinate competitive procurement processes and prepare recommendations within delegated authority.

• Address underperformance and elevate material contractual issues appropriately.

Administration and Resident Relations

• Maintain accurate, secure and accessible records relating to residents, employees, contractors, incidents and complaints.

• Establish effective workflows, reporting dashboards and action-tracking systems.

• Manage resident enquiries, complaints and service requests professionally.

• Coordinate resident notices, updates and emergency communications.

• Maintain constructive relationships with the municipality, regulatory bodies and other relevant stakeholders.

Risk and Business Continuity

• Maintain risk registers, insurance schedules, claims records and emergency contacts.

• Escalate material risks, suspected fraud, data breaches, safety concerns and statutory non-compliance.

• Coordinate professional advice where specialist legal, financial, HR or technical expertise is required.

Minimum Requirements

• A relevant diploma or degree in Business Administration, Property Management, Finance, Governance, Community-Scheme Management or a related field; alternatively, substantial directly relevant experience demonstrating equivalent competence.

• At least five years of relevant management experience.

• Experience in budgeting, financial controls, management reporting, procurement and contract administration.

• Experience managing staff and service providers.

• Strong written and verbal English communication skills, numeracy and digital literacy.

• Working knowledge of governance, the Companies Act, CSOS, POPIA, PAIA, labour administration and procurement controls.

• Valid driver's licence and the ability to respond to authorised operational requirements outside ordinary working hours.

Advantageous Experience

• Experience within a homeowners' association (HOA), residential estate, sectional-title scheme, property portfolio or similarly regulated service environment.

• Experience supporting a Board or management committee.

• Experience implementing governance improvements, audit recommendations, procurement controls and digital recordkeeping systems.

• Relevant training in governance, property or community-scheme management, project management, labour relations or risk management.

Key Competencies

• Strong leadership and organisational skills.

• Financial and commercial acumen.

• High integrity, discretion and confidentiality.

• Sound judgement and appropriate escalation of risks.

• Strong report writing and stakeholder communication.

• Effective recordkeeping, systems implementation and follow-through.

• Firm but fair management of staff, residents and service providers.

Important Information

This is a full-time management position requiring a professional, impartial and accountable approach to estate governance and operations. The successful candidate must be comfortable working with a Board of Directors, handling confidential information and operating within approved policies, budgets and delegated authority.