Estate and Administration Manager

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

About the Role

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 escalate 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.

Candidates should submit a comprehensive CV outlining relevant management experience, qualifications and achievements.