POSITION: ESTATE MANAGER
REPORT LINE: Deputy General Manager – Estate and Development
DIRECT REPORTS: Estate Assistant, Accountant and Administrator, Estate – Survey and Acquisition
Estate Manager is a top-level management position at Advertising company. He / She is responsible for working directly with the General Manager to plan and execute the overall plan for management of company assets portfolio located in local governments, road agencies and private landlords. The Estate Manager will then communicate those plans to the specialized team of employees within his/ her department and oversee the employees on all levels, including recruitment, hiring, performance reviews and training.
Estate Manager should be familiar with all the positions filled at Estate Department and be very aware of the job specifications of each one. The job duties will vary based on the property owner and the type of company asset but will always require someone with strong people skills and great attention to detail. Due to the nature of the business and involvement required, travel is required to supervise all locations nationwide. Flexibility is required, as the Estate Manager must be on call to handle potential emergencies at all locations at any hour.
Estate Manager should have a thorough understanding of our company and its operations and be able to represent the image we seek to present; Professionalism and Out of Home industry leadership.
DUTIES AND RESPONSIBILITIES
The duties of an Estate Manager will vary greatly based on the type of property owner and type of company asset and demands of the company. However, they will always include acquisition and retention of locations, stakeholder relationship management, contract management, budget development and compliance, cross departmental meetings and direct supervision of specialized employees of the Estate department.
The Estate manager is responsible for inspecting other employees’ areas of responsibility to ensure satisfactory completion and reporting to the General Manager.
1. Site Acquisition and Retention
The Estate Manager’s top priority includes growing our business through acquisition and retention of strategic locations nationwide and as such She / He is required to work closely with the Sales Manager and Survey and Development Manager.
2. Relationship Management
The Estate Manager serves as the direct representative of the company’s interests. This responsibility may include travel or meeting with key company’s stakeholders of different levels. The Estate Manager should consider themselves a representative of the company’s brand.
3. Contract Negotiation
Estate department accounts for significant percentage of the company budget, such, it is the responsibility of the Estate
4. Budget and System Management
The Estate Manager will oversee the many systems that keep an estate department running. This includes preparation of the annual budget, budget monitoring and budget performance management.
5. Cost Cutting and Cost Management
The Estate Manager is tasked with the primary responsibility of reducing overall departmental costs. This includes a combination of long- and short-term strategies and execution plans that deliver low rentals, eliminate double taxation and positively impact overall the overall budget.
6. Out of Home Association
The Estate Manager is required to have influencing abilities over the Out of Home Association that benefit the company directly. In such, He / She is required to have an active role at the association and champion industry game changing initiatives.
7. Staff Supervision
Each employee working on the estate department will report directly to the Estate Manager, a few with dotted line to the Deputy General Manager. The Estate Manager is the direct conduit between the department, management and the General Manager.
8. Performance Reviews
The Estate Manager will meet with employees usually on a quarterly basis to discuss their performance and any room for improvement. He/ She will usually have the authority to recommend an over performing employee for promotion, or a lackluster one for termination.
Estate Manager is fully responsible for setting KPI’s of each employee and responsible for the team’s development and training.
Day to Day responsibilities
- Manage the day to day running of all aspects of the estate department
- Manage security and safety aspects of the estate department
- Conduct routine departmental meetings and stakeholder meetings andcontribute to efficient running of the estate department
- Schedule quarterly regional stakeholder visits
- Manage stakeholder database
- Continues renewal of contracts
- Maintain accurate records/ documentation associate with estate department work
- Maintain accurate records and accounts as required and reporting as agreed
- Provide knowledge input and advise relating to all aspects of the estate management
- Liaise with Survey and development manager for continuous acquisition
- Ensure compliance with applicable codes, legislation, procedures, working practices in delivery of works
- Adhere to all estate department policies and procedures
- Ensure that tasks are planned and carried out in accordance with requirements, to applicable standards and within prescribed time limits
- Immediately report problems/ failures that may impact on the estate department, clients and / or the company to the management, Deputy General Manager and the General Manager as appropriate
- Meet your targets and contribute to those of estate team as a whole
- Manage absence and allocate staffing and workloads of estate team members
- Supervise, manage and direct the overall performance of the estate team
- Subject to agreed criteria, recruitment, training, set action and targets and appraise and manage performance, development, coaching and general support of all team members to ensure targets are met
- Set an example for estate team members of commitment, work ethic and habits and personal character
- Responsibility use resources and control expenses to operate within budgetary controls
From time to time you may be expected to be part of special projects as are reasonably required.
PROFILE AND KEY SKILLS
Estate Manager Skills
Estate Manager requires a wide array of skills typical of a high-level manager. He/ She requires strong people skills to interact with people both above and below them, as well as a keen attention to detail. He / She must be a flexible person who is able to switch focus at a moment’s notice. He / She must be comfortable with financing, scheduling and other technical management skills. Above all, they must be dedicated to their job and to the company. He/ She will also require a series of more specific skills, which include the following:
Management Skills – The key part of an Estate Manager’s position is ensuring that all parts of the estate are running smoothly. This will require them to be able to accurately assess both the quality of the estate’s upkeep and the performance of individual employees.
Leadership Skills – Interacting with a large household employee, the Estate Manager must be able to motivate them to be proud of their work and give it their all. This requires a positive personality type that encourages a collaborative work environment.
Technical Skills – An Estate Manager will need an extensive knowledge of spreadsheets and calculation software to be able to keep track of rentals, levies, payroll, schedules and space management. Avoiding conflicts and keeping the staff running smoothly requires both effective use of software and personal skills at keeping track of details.
Research and Knowledge – Every estate is different, and as such every Estate Manager will have different responsibilities. Thus, the Estate Manager must be well - versed in the details of each property assets and property owners. This includes knowledge of asset age at each estate, particulars of each owner and most importantly, category classification of each asset.
Other important abilities required include:
- Social etiquette and cultural knowledge
- Acute business skills in areas of finance, computer, planning and organization
- Independent and team project management
- Creative and intuitive thinking and problem solving
- Negotiating skills
- Good attention to detail
- Multi- lingual – English and Kiswahili
- Excellent interpersonal and communication skills
- Very resourceful and practical knowledge of real estate industry
- Ability and willingness to share knowledge
Above call, the right person for the Estate Manager position will be adaptable to
the company standards and committed to its growth.
Estate Manager Tools of the Trade
An Estate Manager will use a selection of technical tools and resources to effectively manage their responsibilities. These tools can include:
Spreadsheets and Property/ Asset Management Software – Overseeing a schedule and payment of each asset and or property owner. Estate Managers will use electronic tools such as Excel to keep track and ensure accuracy.
Smartphone – Part of an Estate Manager’s job is staying on call in order to field emergencies at any of their employer’s properties. A smartphone with e-mail capability allows them to manage crises remotely.
Security Technology – An Estate Manager will often be responsible for managing the security of their Estate or liaising with the Security Manager. Thus, a strong knowledge of modern security devices is essential.
Head-Hunting and Background Check – The Estate Manager is responsible for recruiting and training trustworthy new employees for the estate. As such, relationships with Universities and Recruitment agents are invaluable resources for filling vacancies.
Key Performance Indicators
1. Company growth – Sites Acquisition and revenue impact 20%
2. Sites Retention and Contract Management 20%
3. Relationship Management 20%
4. Budget Performance and Cost Management 20%
5. Employees Performance Management 10%
6. Management Reporting 10%
- A Bachelor’s Degree in Business / Bachelor’s Degree in Real Estate Management
- Minimum 10 years’ experience in this type of job role of which 5 years must be in senior managerial position
- Proven ability to manage Tanzanian Shillings 1B+ budget
Estate Manager is a top-level management position at Advertising company. He/ She is responsible for working directly with the General Manager to plan and execute the overall plan for management of company assets
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