Estate General Manager jobs in Paarl, Western Cape

We are looking for a Chartered Accountant with a strong financial background to oversee both the estate management and finances, supported by a financial clerk for day-to-day administration at a Security Village/Estate just outside Stellenbosch.

Job Title: Village Manager

Reports To: Board of Trustees – MPOA

Level / Grade: Senior Management

Type: Full-time; On-site; 08h00 – 17h00 Monday to Friday. Note: May include weekends and public holidays as required and authorized by the Board.

The Village Manager is the senior operational leader responsible for the comprehensive day-to-day management of the security estate, an estate governed by a MPOA.

The role encompasses operational oversight and execution across the entire Village, including common property, shared services and infrastructure, as well as the provision of administrative and operational support to the various Precinct Associations, in accordance with the MPOA Constitution and relevant Precinct Constitutions.

The Village Manager acts as the central point of operational accountability for estate functions and is responsible for ensuring that the physical environment, infrastructure, financial administration, staff performance and resident experience of the Village are maintained to a consistently high standard.

While the role extends beyond traditional estate management and requires a high level of leadership, coordination and professional judgement, it remains executive and coordinative in nature. The Village Manager operates strictly within delegated authority and does not replace or assume the governance, fiduciary or decision-making responsibilities of the MPOA Board of Trustees or Precinct Trustees.

Reporting Channel & Governance

The Village Manager reports to the MPOA Board of Trustees on all matters relating to the Homeowners Association. The Chairman of the MPOA Board of Trustees holds employment authority, including approval of leave and performance review.

Direct reports to the Village Manager include:

• Operations Officer
• Administration Assistant
• General Workers (Maintenance)
• All external service contractors (security, landscaping, electrical, civil) within the scope of the role.

Key Responsibilities

The Village Manager's responsibilities are strategic and managerial in nature. Execution is delegated; accountability remains with the Village Manager.

Governance & Board Liaison

• Serves as the primary interface between the Board of Trustees and all estate operations.
• Advises the Board, implements decisions and follows up on all resolutions.
• Plans, facilitates and ensures accurate record-keeping for all Board, Precinct and AGM meetings.

Strategic & General Management

• Plans and directs the day-to-day running of the Village at a strategic level.
• Sets priorities, allocates resources and ensures all functions are executed to standard.
• Negotiates and manages service contracts in accordance with financial policy.
• Acts as the primary operational liaison with external authorities, regulators and statutory bodies, including CSOS, municipal departments, Eskom, Telkom and inspectors, within delegated authority.
• Acts as the principal operational liaison between property owners, residents, Precinct Trustees and the Developer on day-to-day operational and service-related matters, within delegated authority.
• Receives, manages and coordinates the resolution of resident queries, service requests and complaints in a responsive and professional manner, ensuring appropriate escalation to Trustees or the Managing Agent where required.
• Maintains clear, consistent and respectful lines of communication with all stakeholders involved in the Village, including owners, residents, the Developer, contractors, workers, builders and service providers.
• Ensures that relevant operational information, service updates and approved governance decisions are communicated accurately and timeously to residents through appropriate channels.
• Promotes a service culture that balances responsiveness to residents with adherence to governance frameworks, policies and Trustee mandates.

Financial Management

• Leads the annual budget preparation process across all precincts.
• Manages all estate expenditure within the approved budget.
• Oversees financial reporting, invoice approval, asset register and insurance compliance.
• Works closely with the Managing Agent to ensure financial policy adherence.

Administration Oversight

• Oversees all administrative and reception functions through the Administration Assistant.
• Ensures systems, records, and compliance documentation are maintained to standard.
• Ensures all HOA communications are accurate and issued timeously.

Operations & Maintenance Oversight

• Directs the Operations Officer in the planning and execution of all maintenance activities.
• Ensures infrastructure, buildings, roads, electrical systems and common areas are maintained to standard.
• Reviews maintenance schedules, approves work plans, and monitors execution.

Landscaping Oversight

• Ensures the landscaping contractor delivers against the scope and standards defined in the SLA.
• Reviews monthly reports, chairs the monthly site meeting and manages performance issues.
• Approves any scope changes, additional works, or cost variations.

Security Oversight

• Ensures the security contractor maintains the required staffing levels and service standards at all times.
• Reviews incident reports and ensures appropriate escalation and resolution.
• Conducts or facilitates monthly management meetings and quarterly quality audits.
• Manages contract compliance, payment, and annual escalation.

Security Systems Oversight

• Ensures all electronic security systems (CCTV, access control, server room) are maintained per service level agreement (SLA).
• Conducts regular SLA reviews with appointed contractors and service providers, identifies underperformance.
• Submits improvement or remedial recommendations to the MPOA Board of Trustees.
• Reviews maintenance reports and escalates hardware or system failures.
• Manages contract performance, payment and Board escalation for new projects.

Building Control & ADC

• Represents the MPOA in Architectural Design Committee processes.
• Ensures building compliance, approved plan records and deviation reporting are managed.

Safety, Security & Emergency Management

• Maintains and reviews the estate's emergency and evacuation strategy.
• Ensures all security policies, procedures and compliance obligations are met.

People Management

• Ensures that staff employed by the Village comply with applicable labour legislation, policies and health & safety requirements.
• Escalates disciplinary or labour matters to the Trustees or Managing Agent where required.
• Manages, coaches and holds all direct reports accountable for their performance.
• Oversees appraisals, leave, disciplinary matters and staff development.

Legal & Compliance (POPIA)

• Acts as Village Information Officer and ensures full POPIA Act compliance.
• Ensures all operations comply with the HOA Constitution, Conduct Rules and applicable legislation.
• Supports Trustees by promoting awareness and understanding of the Constitutions, Conduct Rules and Guidelines through clear communication and operational processes.

Performance management & KPI reporting (new)

• Develops and maintains operational KPIs and management dashboards covering service levels, contractor performance, incidents, financial variances and compliance matters.
• Reports these regularly to the MPOA Board of Trustees and Precinct Trustees where applicable.

Risk Management & Incident Escalation (new)

• Maintains and updates a Village Risk Register, including operational, safety, security and compliance risks.
• Escalates material risks, incidents and trends to the MPOA Board of Trustees with recommended mitigating actions

Handover, Record Keeping & Institutional Memory (new)

• Maintains orderly, auditable records of contracts, approvals, plans, incidents and operational decisions.
• Ensures structured handover documentation to protect institutional knowledge.

Ethics, Confidentiality & Trustee Confidence (new)

• Acts with integrity, discretion and impartiality, respects confidentiality of trustee and resident information, avoids conflicts of interest.
• Upholds the reputation of the Village and its governance structures.

MUST HAVES:

Key Competencies

• Strategic planning, resource allocation and priority management
• Strong leadership, delegation and accountability management
• Financial management: budgeting, reporting and expense control
• Contractor and SLA management
• Sound judgement, problem-solving and decision-making under pressure
• Strong written and verbal communication in Afrikaans and English
• Conflict resolution and stakeholder management
• Proficiency in Microsoft Office (Excel, Word, Outlook)

Qualifications & Experience

• Minimum 5 years' experience in estate, property, or facilities management
• Proven experience managing multi-disciplinary teams and external contractors
• Experience in budget management and financial reporting
• HOA governance or building industry experience advantageous
• High School graduate minimum; tertiary qualification in property/estate management advantageous
• Chartered Accountant with valid registration
• Valid Driver's License (minimum Code 08)

Job Types: Full-time, Permanent

Pay: R55 000,00 - R75 000,00 per month

Application Question(s):

• Able to work 8-5 and available to attend after-hours meetings and be able to come to site after hours in the event of an emergency

Education:

• Honours (Required)

Experience:

• Financial Management : 3 years (Required)
• Estate Manager: 5 years (Preferred)

License/Certification:

• Chartered Accountant Qualification (Required)

Location:

• Stellenbosch, Western Cape (Preferred)

Work Location: In person