CSi Properties provides well-established rental management and sales services to property investors. Our vast client base enables us to provide prospective tenants with a wide variety of high quality accommodation which includes: Full Title Houses in Lifestyle Estates Sectional Title Units in Security Complexes Retirement Village Houses and apartments We currently manage a great variety of properties in numerous residential developments/estates across the greater Gauteng, Witbank and Ellisras. Our Sales Team offers a full range of real estate services. We specialize in high quality Sectional and Full Title properties, as well as affordable, traditional and retirement village housing. We provide our clients with the valuable information and facts they require before making the decision to purchase a dream home. Due to our unique perspective, knowledge and understanding of the property market, we have been able to develop steady growing clientele we can serve and provide both up to date information and understanding of the market to assist you in realizing all your property requirements. Our core principles of Ownership, Integrity, Team Work and Efficiency have cemented us as market leader. Contracted Services Awareness of the content of contracts signed with service operators, including but not limited to security, garden services, frail care, kitchen and the smaller operators. Ensure general compliance and expected standard of operation is delivered by all service operators and any shortfall, discrepancy or contract breach is addressed immediately. Regularly monitor (audits) service operator performance and ensure feedback is given to all parties concerned. Upon instruction from the directors only, obtain quotations/proposals for new services and support the managing agent/ HOA in their decision-making process. Request for quotation documents needs to be sent out when requesting new services. Finances Be responsible for the efficient and effective management of the village's financial procedures. Monitoring of and reporting on all monthly expenses. Introduce and manage systems to ensure the efficient and accurate monitoring and safekeeping of expenses and income. Assist the financial committee (Fincom) in compiling a monthly and annual budget. Ensure village procedures are followed with regards to all financial responsibilities and tasks. In conjunction with fincom ensure that monthly accounts (e.g. rates and taxes, electricity, telephones, water etc.) and payments are up to date. Ensure village procedures are followed with regards to deposits. Ensure that cash-up is done accurately and correctly at the end of each day and that the account balances before signing it off. Ensure that all payments that are loaded are signed off by yourself before sending them for approval to the directors. Ensure that all amounts, banking details, company details and invoice numbers are correct as well as all budget codes. Prepare information for the monthly accounts for the service operators with regards to electricity, water and telephone usage and ensure information is sent to head office according to the monthly timeline. Be aware of any additional income paid at reception. E.g. newsletter advertisements, notice board advertisements, local bus sponsorships.) Manage and control the petty cash account ensuring proof of all purchases are kept and the account is balanced on a weekly basis. Manage and control the petrol account with proof of all purchases being kept. The account should be balanced on a weekly basis Ensure that all caravan parking spaces, storerooms and additional parking is charged for and permission given to the tenants by the owners. This updated sheet needs to be handed in with the monthly meter readings to head office. Ensure that when finance sends the update of outstanding levies every single person on the list is contacted and feedback given to finance. Ensure that if a mistake was made on I-Switch that the responsible person is informed and that a reversal has been requested. Ensure that all payments are filed away with the proof of payment attached, on a weekly basis. Staff To be responsible for the management and supervision of staff to enable them to maximize their potential through leadership, coaching, example, support and guidance. Be responsible for the effective allocation of duties and responsibilities according to each individual position and overall management of staff performance. The general manager will be responsible for the bi-annual performance evaluations with all maintenance/admin staff Monitor staff attendance through daily completion of the staff register and approve attendance on a weekly basis. Monitor staff holidays and ensure the normal functioning of tasks during these times through allocation of duties. Ensure staff records contain all relevant information as per procedures and that they are kept up to date and all relevant information is recorded as necessary. Ensure that staff have all the necessary equipment to support them when executing their daily tasks and that the equipment is in good working order and maintained by the staff member responsible. Participate in the recruitment and selection of staff. Ensure that all staff are subjected to the security check procedure and obtain and wear relevant ID cards. Ensure that staff wear their CSI uniforms including name badges daily as per the uniform policy. The staff absence report has to be completed on a monthly basis including copies of all staff leave forms. Relationships To form and maintain open and constructive relationships with all who have either an interest or statutory duty towards the retirement village. These will include owners, tenants, contractors, managing agent and village staff. Be involved in all committees and provide guidance on the functioning of these committees in the best interests of the village as a whole. Act as link between the committee representatives and the managing agent and ensure effective communication channels between these parties are established and maintained. Promote the village to a high standard and develop good relationships with outside agencies. Maximize every opportunity to develop new contacts and potential service developments within the local community. Promote good communication in the village amongst owners, staff, tenants and visitors. Address any concerns, issues or grumbles and, where necessary, escalate to directors' level. Property and Environment Be responsible, along with the HOA Board of Directors for establishing a repair and renewals program for the village service Centre, communal areas and grounds maintenance. Manage and monitor asset registers for all the service operators as well as the service Centre. The catering and frail care must be done on a 6-monthly basis and the service providers must provide an action plan regarding when the missing items will be replaced. Monitor the proper usage of all equipment owned by the village and ensure the upkeep and maintenance thereof by those who use it. Ensure that the service Centre is kept clean and tidy and user-friendly. Health and Safety Be responsible for the management and day-to-day implementation of general safety regulations in the village. Carry out risk assessments when needed and ensure appropriate action is taken to reduce risks to a tolerable level. Implement, monitor and evaluate emergency procedures for the village. This should include a complete evacuation plan for the village. Have regular meetings with the residents to explain the evacuation process as well as do mock drills with the residents. Monitor the evacuation and emergency procedures for the Frail Care Centre and ensure it is in place. Ensure all emergency equipment (e.g. fire hydrants, fire panels, smoke detectors) are serviced regularly and are in good working order. Ensure that all contractors entering the village for repair work adhere to village rules and regulations and complete the necessary paperwork prior to commencing jobs. Ensure that all staff wear protective clothing they are issued with in accordance to their job role. Ensure the kitchen has the required emergency equipment and that it is well maintained and in working order. Together with the admin staff, ensure that the panic button system in the village functions correctly. The panic button system needs to be checked and followed up on a daily basis with the relevant resident. Administration Ensure all the village administration procedures are followed correctly and conducted effectively through regular monitoring. Manage and control recordkeeping of all correspondence (e.g. staff files, procedures, agendas and minutes of meetings etc.). Ensure that original documentation is kept at the office at all times and maintain confidentiality of all information. Maintain all documentation relating to director meetings. Proofread and sign off all internal documentation delivered to owners and tenants. (Newsletters, publications, memos etc.). Proofread, sign off and date any advertisements for the noticeboards. Manage, update and maintain records of personal information of all owners or tenants and those living in the village. Manage and monitor the complaints procedure, ensuring that procedure is followed and adhered to and that complaints are addressed, investigated and resolved speedily and effectively. Ensuring that all personal information of residents on site is updated regularly. Ensuring that all new residents are registered - for example Be Secure System and Surf4Life Ensuring that the list of activations for Surf4Life is sent to head office on a monthly basis. Ensure that all your emails have been answered on a daily basis. Applications – ensure that admin staff understand that an application form has to be completed with all the relevant information and handed in for the directors to approve. Ensure that all cellphone numbers are loaded onto the SMS Portal system. Make sure that houses and apartments are loaded separately. Ensure that the admin staff know how the bus trips work, bus tickets and the routes and days the bus will be leaving and for how long. The general manager to take full responsibility for the access control system as well as the residents' data Maintenance Team Ensure that weekly and monthly checklists are signed off. Ensure that all these checklists are filed and kept safely for auditing purposes. Ensure that all services are arranged and that the maintenance supervisor is aware of all the services and signs off on all paperwork. At the beginning (of what?) have daily meetings with the maintenance supervisor to ensure that the maintenance team understand their role and to find out if they are struggling with anything. Explain the purchasing of maintenance items with the supervisor to ensure he knows the procedure. Ensure that if stock is kept, that a stock sheet is kept of which item has been used where, etc. Ensure that your maintenance supervisor has a valid PDP license. If not, ensure that he applies for one ASAP. The bus duties need to be explained to him as well as what his responsibilities will be when driving the bus. Ensure that the maintenance supervisor does a monthly asset count on their maintenance equipment and that all equipment is in working order. Rentals and Renewals Ensure that all estate agents working on site are registered at reception, that all relevant procedures have been explained to them and that they have a copy of the rules and MOI. Ensure that the estate agent informs the village sister about a renewal of a contract as the tenant needs to be evaluated each year. Ensure that the rental Procedure is followed by everyone. Keep your owners informed of the procedure for renting their unit. Ensure that all new tenants undergo their medical evaluation before signing their lease documents. Working Environment The management/running of Country Life Retirement Village is based on a clan/collaborative culture and as such, we promote teamwork, togetherness, participation, relationships, consensus and a friendly work environment. We expect our managers to be mentors, rather than figureheads who reprimand and issue instructions, and we encourage improved communication between employees. We are a driven, innovative and happy team who enjoy working together. General In conjunction with the HOA Directors, participate in the planning process for the village, specifying priorities and objectives and areas of service to improve. Be responsible for the day-to-day implementation and promotion of the village procedures. To ensure that stipulated duties and responsibilities, any relevant legislation, organisational procedures and codes of practice are adhered to. Conduct sporadic visits to all parts of the village and observe any possible concerns, irregularities or damages. Ensure that these are addressed as necessary. Attend training and development sessions if required. This may involve travelling to other locations. Annual bonuses are not guaranteed but will be considered at the sole discretion of the CEO of CSi and is only applicable to employees that qualify. The employee may be transferred/relocated to another office at the discretion of the managing director of CSi. All matters/suggestions/queries with regards to this position must be reported to the appointed CSi representative. This is not a complete description of the duties and responsibilities of the position of general manager and the employee is expected to carry out other reasonable duties as required by the managing agent or directors. An SOP file has been complied with the duties of each team member and what they are responsible for. It is expected that the general manager knows how to do all the duties of the admin staff at reception for example cash UP, payment requests, vending electricity and taking payment for levies or any other monies. Qualification Recognised professional qualification – preferably in management and finance. Experience At least 5 years' experience of managing services – retirement villages, sectional titles, property manager, service delivery management, etc. At least 5 years' experience of leading and coaching a staff team At least 1 years' experience of managing financial plans/budget ‘Multi-site management' experience – i.e. responsible for several areas of service, contracts and workforce Business awareness – experience and familiarity with working in a commercial setting Experience of developing and implementing systems Skills / Knowledge / Abilities Knowledge and understanding of core principles of a multi-facetted organisation with varied stakeholders Ability to maintain all aspects of confidentiality and the ability to comply with all legislative requirements Ability to create and maintain effective working relationships with people at all levels, able to liaise, build and promote positive working relationships Understanding of issues and needs of older people Excellent communications skills – verbal and written Excellent interpersonal skills Creative approach to problem solving Proven track record of ability to lead, motivate and manage Influencing and negotiating skills. Ability to adapt management style to meet individual situations Ability to manage and facilitate change Basic computer skills (e.g., Microsoft Word, Excel, PowerPoint and email) Knowledge of health and safety requirements Ability to provide both a quality and customer-focused service Personal Qualities Positive and loyal to employer and colleagues Motivated, resilient and flexible Patient, calm and empathetic Positive self-image and assertive Takes accountability and responsibility Integrity and loyalty Prepared to receive and provide constructive feedback/criticism Creative and innovative thinker Effective delegation skills. Ability to take ownership of responsibilities and execute them effectively Prioritisation and effective time management and ability to work under pressure Analytical thinker and problem solver A mature outlook, courteous and inclusive Circumstances Ability to work outside of business hours on call rotation when needed Ability to make alternative arrangements in emergencies outside of normal office times Market Related Apply Now

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