Operations/Estate Manager: Job Description

SafeWaterkloof (SW) is looking to fill the Operations/Estate Manager role. This role would include for the following duties:

Operational items:

Complete supervision of all guards at the entrances and patrolling. Entrance Inspections and reporting is up to the standard as agreed in the Site Procedure Manual. (SPM).

check their inscriptions into the OB’s and make a list of their late postings;
regular meetings with guards managers to ensure the cleanliness of guards and huts;
make the security service providers supervisors aware of any issues raised by the guards, keep a strict but friendly stance with them and ensure guards are supported to do a proper job.

Responsible for visiting each and every incident as soon as humanly possible after it occurred. A complete investigation needs to be completed in writing indicating at least the following:

Where?
What happened?
When?
Who was involved?
Are the residents’ members of SW?
What security company do they belong to?
Security in place at the premises?
Were the systems in working order?
Were the systems activated?
How did the perpetrators get entrance?
Where and when did the exit?
Were they armed and was force used?
Where are the people residing on the premises on site?
How did they warn the system?
What was the reaction and was it correct?
What needs to be done to prevent repetition?
Update CRM crime database;
Photographic evidence;
Collation of the SAPS statements for record purposes.

Attend all the scheduled KPI meetings with the security service providers and are to report specifically on the following:

Every incident that happened the previous month in the detail described above;
An updated map with all incidents accurately plotted;
The exact number of supervisory visits undertaken by the security service provider the past month per gate;
Late postings the past month;
Checks on the panic systems in the guard huts;
Checks on the Radio system and if all radios are working at all times. Check that all stations can hear each other, the control room and the patrol vehicle;
Checks that the suspicious vehicle lists are given to the guards and that they are alert to watch out for these vehicles;
Is the patrol vehicle cellular phone working and answered when phoned?
Are all cameras working and do our Control Room get the signals?
Are faulty booms, gates and equipment reported and timeously repaired?
How has the system performed the past month?
Has every incident been resolved and are the owners satisfied with SW service?
What needs to be followed up?

Following up all incidents and tasks by all service providers in the SW area to ensure the work has been done properly, the customers are satisfied and a high-quality operation is produced.

Initiate and maintain a complete intelligence gathering system in SW. This must include workers, maids, children, the guards, the patrol vehicles, etc.

Initiate a “Guard Assistance Program” by members and residents of SW that are prepared to patrol, help with gathering of information, assist during incidents etc. These people must be trained, scheduled and assisted to safeguard the SW.

Start a radio group and will need to act as the coordinator and trainer.

Responsible for all incidents and emergencies in the SW area and will follow this through until the perpetrators are caught or out of the SW area.

Open direct liaison with the SAPS, CPF and the Metro Police and build up a working relationship with them;

Represent SW on the Brooklyn Sector CPF 2 and 4;

Ensure that all SW members will display member boards and remove those that are not members;

Responsible for visiting all empty stands on a continuous basis and ensuring that no vagrants stay there. Contact owners of empty stands directly and discuss solutions with them;

Visit all building sites continuously, make copies of all workers IDs, take pictures and ensure they are legally on the site. Also liaise directly with the owners and contractors in this regard. Ensure that just the allowed number of people sleep over;

Report any irregularities to the BoD immediately;

Any potential advertising in the area shall be brought to the attention of the BoD;

Attendance at SW BoD- and related meetings, as and when, requested by the BoD of SW;

Be the first line of contact for SW with regard to technical faults reported.

When faults are reported it will be the estate manager’s responsibility to investigate the extent of the problem as soon as possible.
It will then be the Estate Manager’s responsibility to either effect repairs as soon as possible, or assess the costs involved if the repairs are not within the scope of his/her ability, and to obtain quotes if external contractors are involved.
It is the Estate Manager’s responsibility to identify any potential defects that may occur and remedy them to prevent any further / lasting damage.

The estate manager is the key holder of all gates in the estate. When necessary, he/she may unlock the gates either at the request of BoD or in an emergency situation. At no time may the set of keys be given to any other person without prior permission from the BoD;

Inspection of the structures of the estate on a daily basis is required and to take preventative action to maintain functionality and cleanliness:

Regular testing of gates;
Cleaning of gate structures and environment;
Checking electricity readings and sending it through to the admin office for payment;
Ensure that any Estate repairs are inspected and completed properly and to a good standard;
Keep records of all repair work in the Estate;
Report any irregularities to the BoD;
Report on the monthly “uptime” of each gate;
The SW BoD must be informed, at least one month prior, if the estate manager will not be available for any period longer than 2 days. It is also his/her responsibility to contract a suitable replacement to continue with the work in the absence of the estate manager which will be subject to the approval of the BoD. The Estate manager will also be responsible for the salary of his/her understudy.

Management of the petty cash budget;

Attendance of ad-hoc SW Committee meetings for input and presentation of monthly report (format to be agreed);

Attend training courses relating to the estates assets e.g. cameras, etc.;

Technical issues

First line of contact for SW with regard to technical faults reported:
1. When faults are reported it will be his/her responsibility to investigate the extent of the problem as soon as possible.
2. It will then be his/her responsibility to either effect repairs as soon as possible, or assess the costs involved if the repairs are not within the scope of his/her ability, and to obtain quotes if external contractors are involved.
3. It is his/her responsibility to identify any potential defects that may occur and remedy them to prevent any further / lasting damage.
Key holder of all gates in the estate. When necessary, the gates may be unlocked either at the request of BoD or in an emergency situation. At no time may the set of keys be given to any other person without prior permission from BoD.
Responsible to inspect the structures of the estate on a daily basis and to take preventative action to maintain functionality and cleanliness:
1. Regular testing of gates;
2. Cleaning of gate structures and environment;
3. Ensuring payment of prepaid electricity meters and water sending through to admin office for payment;
4. Ensure that sufficient airtime is loaded on DDR’sDDRs at sliding- and pedestrian gates;
5. Ensure that any Estate repairs are inspected and completed properly and to a good standard;
6. Keep records of all repair work in the Estate;
7. Report any irregularities to BoD.
8. Attend SW BoD and related meetings, as and when, requested by the BoD of SW;
9. Report on the monthly “uptime” of each gate;
10. SW BoD must be informed, at least one month prior, if you will not be available for any period longer than 2 days. It is the responsibility of the estate manager to also contract a suitable replacement to continue with his/her work in his/her absence. The replacement is subject to the approval of the BoD. The estate manager will also be responsible for the salary of the understudy;
11. Communicate any gates “Out of Order” to residents by way of the messaging channels, or alternatively request a Board or committee member to update Messaging channels;
12. Courteously respond to any technical issues raised by members via eMail, telephone or on the message channels

Conditions of employment are negotiable.

Further requirements

SAPS clearance
no previous criminal records
previous employment records

If you are interested in the position please could you apply forward application to estatemanager@safewaterkloof.co.za

Thanks.

Regards

SafeWaterkloof Committee