Description:
Caretaker/Estate Management Scope of Work
Responsible for the day-to-day management and maintenance of the estate, including operational supervision, coordination of service providers, enforcement of scheme rules, and support to the Board of Trustees to protect common property, ensure compliance, and enhance residents’ quality of life.
Conduct regular inspections of common property to identify cleanliness, safety, and maintenance issues, and implement a proactive maintenance programme covering all infrastructure, including lifts, pumps, lighting, paving, painting, and security systems. Log, track, and follow up on maintenance requests, ensuring adherence to preventative and cyclical maintenance schedules, and coordinate access to units where work affects common property.
Supervise and evaluate all contractors and service providers in accordance with contracts and SLAs, facilitate tender processes where required, verify completion of work prior to payment authorisation, and make operational recommendations to trustees.
Attend trustee meetings when required and submit a comprehensive monthly Estate Manager Report covering operations, maintenance, incidents, security, and compliance. Maintain accurate records of inspections, incidents, maintenance activities, and statutory compliance. Provide input into annual operational and maintenance budgets, monitor cost efficiencies, assist with quotations and cost comparisons, and administer petty cash where applicable.
Ensure compliance with health, safety, and insurance requirements, including implementation of OHS protocols, maintenance of a risk register, coordination of emergency procedures, and reporting of incidents or injuries.
Liaise with security providers, enforce access control and security protocols, report security incidents, and recommend improvements to security infrastructure.
Act as the primary point of contact for residents, manage complaints professionally, enforce conduct and management rules, issue contravention notices as directed, and communicate trustee decisions impartially.
Oversee capital and major maintenance projects, coordinate consultants where required, and monitor project quality, timelines, and compliance.
Utilise digital systems for record-keeping, reporting, and communication, ensure data security and POPIA compliance, and recommend operational improvements. The Estate Manager shall coordinate closely with the appointed managing agent and service providers and submit monthly reports prior to trustee meetings.