Estate Officer

KEY RESPONSIBILITIESA. Estate Operations & Facilities Management

• Manage the day-to-day operations of the estate and ensure smooth delivery of essential services.
• Conduct regular inspections of the estate, common areas, facilities, and infrastructure.
• Ensure that buildings, amenities, public spaces, and other estate facilities are maintained to the required standards.
• Identify maintenance requirements and coordinate timely repairs and corrective works.
• Monitor the condition and functionality of estate utilities, facilities, equipment, and shared amenities.
• Maintain accurate records of maintenance activities, incidents, inspections, and operational issues.
• Follow up with contractors and service providers to ensure work is completed within agreed timelines and standards.

B. Security & Safety Management

• Oversee the implementation of appropriate security measures within the estate.
• Coordinate with security personnel and monitor the effectiveness of security arrangements.
• Ensure that security incidents, breaches, and emergencies are promptly reported and addressed.
• Conduct regular checks of estate access points, lighting, perimeter areas, and other security-sensitive areas.
• Support the implementation and enforcement of health, safety, emergency, and risk-management procedures.
• Escalate significant security, safety, or emergency concerns to management promptly.

C. Landscaping, Cleanliness & Waste Management

• Oversee landscaping and grounds maintenance to ensure the estate remains attractive and well-presented.
• Coordinate gardening, lawn maintenance, tree care, and other landscaping activities.
• Monitor waste collection and disposal services to ensure proper hygiene and environmental standards.
• Ensure common areas, walkways, recreational spaces, and other public areas are maintained in a clean and orderly condition.
• Liaise with external service providers to address deficiencies in cleaning, landscaping, or waste management services.

D. Resident & Customer Service

• Serve as a key point of contact for residents, tenants, and other estate users on operational matters.
• Receive, record, and follow up on complaints, service requests, and maintenance concerns.
• Ensure resident concerns are handled professionally, courteously, and within reasonable timelines.
• Maintain positive relationships with residents and other estate stakeholders.
• Communicate estate notices, operational updates, rules, and other relevant information as required.

E. Estate Rules & Regulatory Compliance

• Enforce estate rules, regulations, policies, and community standards fairly and consistently.
• Monitor compliance with approved guidelines relating to parking, noise, waste disposal, access, property use, and other estate matters.
• Identify and report violations to management and follow up on corrective action.
• Ensure estate operations comply with applicable health, safety, environmental, and property-management requirements.
• Maintain appropriate documentation relating to incidents, violations, inspections, and compliance matters.

F. Contractor & Service Provider Coordination

• Coordinate and monitor contractors, suppliers, and outsourced service providers operating within the estate.
• Verify that contracted services are delivered according to agreed specifications and standards.
• Monitor service quality, attendance, performance, and adherence to estate procedures.
• Report poor performance or service deficiencies and recommend appropriate corrective action.
• Support the evaluation and review of estate service providers where required.

G. Reporting & Administration

• Prepare regular reports on estate operations, maintenance, incidents, complaints, and service delivery.
• Maintain accurate records of estate activities, inspections, repairs, incidents, and contractor performance.
• Monitor recurring operational issues and recommend practical solutions.
• Assist management in preparing operational plans and budgets where required.
• Perform other duties related to estate operations as assigned by management.

4. MINIMUM QUALIFICATIONS

• A Degree or Diploma in Estate Management, Property Management, Facilities Management, or a related field.
• Minimum of five (5) years' relevant working experience in estate management, property management, facilities management, or a related environment.
• Good working knowledge of estate/property operations and facilities management practices.
• Good understanding of basic health, safety, security, and environmental requirements.
• Good moral and faith standing.