ESTATE MANAGER

TERMS OF REFERENCE (TOR) FOR ESTATE MANAGER – MIGAA GOLF ESTATE

1. POSITION TITLE: Estate Manager

2. REPORTING TO: General Manager / Board of Directors

3. LOCATION: Migaa Golf Course, Kenya

4. JOB PURPOSE:

The Estate Manager will be responsible for maintenance of Migaa Golf Estate, ensuring seamless service delivery to residents, members, and visitors while upholding high standards of sustainability, security, and aesthetics. 

The role requires excellent communication and relationship-building with residents, ensuring effective information flow and a well-managed estate community. The Estate Manager will also oversee service charge collection, financial accountability, and the implementation of an entry management systemto enhance estate security and efficiency.

5. KEY RESPONSIBILITIES:

A. ESTATE OPERATIONS & MAINTENANCE

    • Oversee the daily operations of the estate, ensuring all infrastructure, facilities, and landscapes are well maintained.

    • Supervise landscaping, horticulture, and environmental conservation within the estate.

    • Ensure the golf course, roads, drainage, and public spaces are maintained at an optimal level.

    • Implement best practices for waste management, water conservation, and sustainability.

B. SECURITY & ENTRY MANAGEMENT SYSTEM

    • Work with security firms to ensure a safe and secure environment for residents, visitors, and staff.

    • Oversee the installation and maintenance of security infrastructure (CCTV, access control, patrols).

    • Implement and enforce estate security policies and emergency response plans.

    • Source, implement, and manage a modern entry management system to enhance security and streamline access for residents, visitors, and service providers.

C. COMMUNITY ENGAGEMENT & RESIDENT SERVICES

    • Liaise with residents and homeowners, developing a strong and positive working relationship.

    • Act as the main point of contact between estate management and residents, ensuring concerns and feedback are addressed promptly.

    • Develop and implement an effective communication system with all homeowners and residents, ensuring clear and timely updates on estate matters.

    • Organize and oversee community events, meetings, and feedback forums to enhance engagement.

    • Handle resident inquiries, complaints, and service requests professionally and efficiently.

D. SERVICE CHARGE COLLECTION & FINANCIAL ACCOUNTABILITY

    • Collect, confirm, and manage all service charge accounts of residents.

    • Follow up on service charge payments, issue receipts, and maintain accurate financial records.

    • Prepare and manage the estate’s annual budget, ensuring cost-effectiveness.

    • Monitor expenditures and revenue streams from estate services.

    • Ensure financial accountability and provide regular reports on income, expenditure, and outstanding dues.

E. STAFF & SERVICE PROVIDER MANAGEMENT

    • Supervise estate staff, including maintenance teams, security personnel, landscapers, and administrative personnel.

    • Manage contracts and performance of outsourced service providers (security, landscaping, waste collection, etc.).

    • Ensure staff compliance with estate policies and procedures.

F. GOVERNANCE & COMPLIANCE

    • Ensure estate operations comply with local laws, environmental regulations, and Migaa Golf Estate policies.

    • Liaise with government authorities, homeowners’ associations, and other relevant stakeholders.

    • Prepare and present reports on estate performance, projects, and financial status to management.

6. QUALIFICATIONS & EXPERIENCE

    • Bachelor’s degree in Real Estate Management, Facility Management, Business Administration, or a related field.

    • Minimum of 5-7 years of experience in estate or facility management, preferably within a gated community or golf estate.

    • Strong knowledge of property management, security operations, landscaping, and infrastructure maintenance.

    • Experience in budgeting, contract management, and team leadership.

    • Experience in managing service charge accounts, billing, and payment follow-ups.

    • Ability to source and implement an effective entry management system.

    • Excellent communication and interpersonal skills, with the ability to build and maintain good relationships with residents and stakeholders.

    • Proficiency in property management software and Microsoft Office Suite.

7. KEY COMPETENCIES:

    • Leadership and strategic thinking.

    • Strong organizational and multitasking abilities.

    • Exceptional communication skills, both verbal and written.

    • Excellent interpersonal and negotiation skills.

    • Ability to work under pressure and resolve conflicts efficiently.

    • Knowledge of environmental and sustainability best practices.

    • Financial management and accountability.

8. CONTRACT TERMS:

    • Full-time position with performance-based reviews.

    • Competitive salary and benefits based on experience.

All applications are to be sent to sally.ireri@migaa.com copied to info@migaa.com under the subject “ESTATE MANAGER” on or before 30th June,2025