Estate Manager

2 weeks ago

Philippines Central Visayas Filinvest Development Corporation Full time
ESTATE MANAGER

The Estate Manager manages and operates, efficiently and economically the clients assets and finances with the highest level of integrity and excellence. He/She assures strict compliance with the Management Agreement between Pro-Excel Property Managers Inc. and the specific assigned property including, but not limited to, Master Deed & Declaration of Restrictions, Implementing House Rules & Regulations, and ByLaws. He/She enforces the Policy Guidelines of the Company and the Client as promulgated by the Board of Trustees.

I. ADMINISTRATION

  • Coordinate with different organizations, agencies, and/or offices in relation to the assigned property.
  • Supervise all personnel assigned in the specific property, including those from other sub-contracted services such as, but not limited to, housekeeping, grounds keeping, engineering, maintenance and security.
  • Attend and supervise general maintenance requirements, security and safety control, and cleanliness of the assigned property.
  • Address and respond to residents concerns, complaints, and inquiries.
  • Act as mediator on issues between residents before elevating the issue to the Grievance Committee head.
  • Prepare and submit monthly management reports and/or other reports as required by the management, direct superior, or division head.
  • Insure and keep insured on behalf of the client, the assigned property against loss or damage by fire and other risks or perils as deemed necessary and as approved by the Condominium Corporation or Homeowners Association.
  • Recommended programs and/or action plan to maintain and improve all facilities and services in the assigned property.
  • Prepare meeting agenda and materials for the Board Meetings, General Membership meetings and other special meetings.
  • Implement policies and programs as promulgated by the Board of Trustees.
  • Prepares correspondences, circulars, Quarterly Newsletters, memoranda, and the like for the information of Unit Owners, Tenants, and/or Occupants, reviewed and duly approved by QA department, immediate heads, Board of Trustees and PD/Marketing as applicable.
  • Ensure that all construction and fit-out works are compliant to the building code and LGU regulations.
  • Conduct monthly Board of Trustees meetings, Annual General Membership Meeting (AGMM), monthly vendors evaluation, weekly toolbox and coordination meetings.
  • Ensures all legal/conveyance documents are properly filed and available on site such as but not limited to as-built plans, permits and licenses, minutes of the meetings, financial records, and other pertinent documents.
  • Safeguard residents security and confidentiality standards specifically on data handling.
  • All other duties as may deemed necessary from time to time.

II. FINANCIAL

  • Submit daily and monthly Cash Flow Statement detailing collections and disbursements.
  • Review and evaluate Monthly and Annual Finance Financial Statement report as prepared by the Accounting Department for inclusion in the regular monthly Management Report, Board Meeting and Annual Budget.
  • Properly handle, safeguard, and monitor use of clients' funds and assets with the goal of incurring savings.
  • Prepare annual budget, operating expense, capital expenditure, and special assessment, for the assigned property subject for the approval of the Board of Trustees.
  • Monitor daily collection report against deposit or cash position.
  • Review all entries with association's accounting records are true and correct.
  • Strictly implement distribution of monthly statement of account.
  • Strictly implement the collection policy to ensure that all unit owners, tenants and/or occupants meet their financial obligations on time.
  • Review and process payment for government dues or assessments for, but not limited to Business Permits & Licenses, Real Property Taxes, and other taxes.
  • Responsible for safekeeping and control of the use of accountable forms such as Official Receipts,
  • Acknowledgement Receipts and Provisional Receipts of the Condominium Corporation/Home Owners Association
  • Meets target Collection Efficiency of Association dues for Condo Corp/HOA member, developer and other affiliates
  • Ensure on time collection/release of Management fee and Service fee
  • Ensure monitoring, proper disbursement and on-time replenishment of Petty Cash Fund (PCF).
  • Recommend cost reduction programs or activities.
  • All other duties as may deemed necessary from time to time.

III. ENGINEERING

  • Responsible for the daily maintenance, inspection, monitoring, and operation of the common area including all machineries and equipment in the assigned property to ensure uninterrupted service to residents/occupants.
  • Strictly implement the preventive maintenance schedule to preclude unnecessary breakdowns, unscheduled repairs and/or replacement. Ensure compliance with the 52-week calendar PM schedule.
  • Responsible for submitting technical maintenance report requiring repair or replacement due to equipment or machine breakdown.
  • Conduct initial plan review of construction/fit-out requests and endorse to QA/declarant for vetting/approval.
  • Prioritize technical work to be done in accordance to safety, time duration, and budget
  • All other duties as may deemed necessary from time to time.

IV. HOUSEKEEPING

  • Study, evaluate, and analyze housekeeping requirement to ensure cleanliness, maintenance, and sanitation of common area premises of the assigned property.
  • Submit to the Board of Directors, duly noted by direct superior, the recommendation on housekeeping requirement detailing to Scope of Work, Periodic Operational Requirement, and Operating Budget.
  • Monitor day-to-day performance of housekeeping services.
  • All other duties as may deemed necessary from time to time.

V. HOUSEKEEPING

  • Study, evaluate, and analyze security requirement to ensure safety and orderliness of the building.
  • Submit to the Board of Trustees, duly noted by direct superior, the recommendation on security programs to promote upkeep and emergency preparedness of all unit owners, tenants, staff, and visitors.
  • Review the Security Scope of Work, Periodic Operational Requirement, and Operating Budget.
  • Monitor day-to-day performance of Security service personnel
  • Strictly enforce security and safety procedures including, but not limited to, Fire Alarm Detection System, Emergency Preparedness Program, Earthquake Drills, Fire Drills, and Bomb Detection.
  • Ensures regular update of Immediate Action Plan (IAP)
  • All other duties as may deemed necessary from time to time.

Competencies And Skills Required

  • Planning and Organizing Skills
  • People Management
  • Critical Thinking
  • Leadership
  • Decision making
  • Communication Skills
  • Initiative and Innovation
  • Professionalism
  • Good external and internal relations
  • Management Information System

Qualifications

  • Graduate of any of the following: Engineering, Architecture, Business Administration, other related disciplines.
  • At least three years work experience in managerial capacity in Building facilities/ Village/ Estate management or other related service industry.
  • Willing to report onsite at City Di Mare

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