Estate Operations & Facilities Manager

Our client is seeking an experienced Estate Operations & Facilities Manager to oversee the day-to-day operational management of residential estates and community schemes.

The role is responsible for ensuring estates operate efficiently, safely, and in compliance with regulatory requirements while maintaining high operational standards across facilities, security, maintenance, and service delivery.

The successful candidate will act as the operational leader on site, managing service providers, supporting trustees or board members, and ensuring residents experience a well managed and secure living environment.

• Oversee the daily operations of the estate and ensure operational efficiency.
• Manage soft services including security, landscaping, cleaning, and refuse management.
• Manage hard services including maintenance, infrastructure, utilities, and facilities.
• Conduct regular estate inspections to ensure property standards are maintained.
• Implement preventative maintenance planning to ensure infrastructure reliability.

• Source, appoint, and manage contractors and service providers.
• Monitor vendor performance and ensure compliance with service level agreements (SLAs).
• Ensure contractors comply with estate rules, health and safety regulations, and insurance requirements.
• Oversee onsite teams including security, maintenance, and landscaping staff.

• Operate within the framework of HOA, Body Corporate, or estate constitutions.
• Ensure compliance with relevant legislation and regulations including:
• Community Schemes Ombud Service (CSOS)
• Occupational Health and Safety Act (OHSA)
• Protection of Personal Information Act (POPIA)
• Implement safety protocols, incident reporting procedures, and emergency response processes.

• Support the preparation of operational budgets.n
• Monitor and control operational expenditure within delegated limits.
• Obtain quotations and manage procurement processes.
• Track maintenance costs and provide variance reporting where required.

• Act as the primary liaison between residents, trustees or board members, and service providers.
• Respond to resident queries and complaints professionally and efficiently.
• Issue estate communications, notices, and operational updates.
• Promote a positive community culture while maintaining estate standards.
• Ensure estate rules are communicated and applied fairly and consistently.
• Issue warnings or fines in accordance with estate governance policies.
• Manage disputes professionally and diplomatically.

• Prepare monthly management reports for trustees or estate boards.
• Maintain accurate estate records and registers.
• Manage access control systems and update resident databases.
• Prepare meeting packs and assist with meeting minutes where required.
• Identify operational risks and implement mitigation strategies.
• Oversee security operations and incident management processes.
• Ensure estate insurance compliance requirements are met.
• Respond to emergency situations and coordinate support teams when required.
• Provide operational leadership to onsite teams and contractors.
• Conduct toolbox talks and compliance briefings where necessary.
• Manage performance issues within onsite teams or elevate appropriately.
• Experience in estate management, facilities management, or property operations
• Strong operational management experience within residential estates or community schemes
• Experience managing service providers and contractors
• Knowledge of estate governance and community scheme structures
• Strong organisational and problem solving skills

• Knowledge of:
• Sectional Title legislation
• OHSA safety regulations
• Experience working with HOAs or Body Corporates
• Facilities or property management qualification
• Operational leadership
• Stakeholder and community management
• Contractor and vendor management
• Financial awareness and cost control
• Conflict resolution and diplomacy
• Risk and compliance management
• Strong communication and reporting ability