Job Title: Administration, Compliance and Communications Officer
Location: Prince’s Grant Golf Estate, Stanger
Reports Functionally To: General Manager
Works Closely with : Internal and external stakeholders
Direct Reports : None

Overview of Company

Prince’s Grant Coastal Golf Estate (), established in 1994, has matured into one of the most prestigious residential Estates in KwaZulu-Natal. Reclaimed from a sugar cane monoculture, it was replanted with over 100 000 indigenous trees and plants, to recreate the natural biodiversity of the area. This resulted in the Estate being recognised as a Site of Conservation Significance by the KwaZulu-Natal Ezemvelo Wildlife Department. The original vision of developer Guy Smith has blossomed into a spectacular reality for both residents and visitors.

Required Work Experience
• 3 years post-graduate work experience in an administration role.
• Residential estate experience beneficial.

Required Qualifications
• Minimum of B.Com or similar in business administration.
• Legal qualification such as B.Com Law Studies or LLB preferred..

Required Languages (Brief description of the language skills needed to perform the job)
• Excellent written and spoken English.

Behaviours
• Alignment with the Prince’s Grant values.

Business Unit Overview

The role of the Administrations Team is to provide a high quality support service to ensure business performance is optimised. The Administration business unit is responsible for the management of all administrative and compliance aspects of the estate ventures within Prince’s Grant.

Overall Purpose Of The Job

Management of the administration, compliance and communications platform incorporating the following areas of responsibility:

• Responsible for ongoing estate communication.
• Full compliance administration function.
• Full human resource administration function.
• General administration clerk and first point of contact.

Key Responsibilities

ESTATE COMMUNICATION
• Perpetually engage with key estate and commercial staff and management to ensure that all noteworthy communication is done
immediately and professionally, via the various approved communication channels, as per communication policy.
• Collate relevant content for quarterly or ad hoc estate newsletter.
• Internal communication between management and staff compliment.

COMPLIANCE ADMINISTRATION
• Adhere to Health and Safety regulations and ensure that all requirements are met.
• Arrange for annual Health and Safety audits and ensure that management address audit findings immediately and not repeated.
• Ensure all regulatory and/or other meetings are convened with appropriate minutes and stored within a central filing space.
• Adhere to relevant estate policies and procedures with accurate record keeping to serve as proof of compliance.
• Attend all building committee meetings and advise the building committee on the consistent application of the building code.
• Ensure that no person occupies a house without an occupation certificate from the HOA.
• Keep a record of the house construction process from submission of plans to completion certificates, which record shall include but not
be limited to a scheme plan that indicates the units for which plans are submitted, those under construction and those completed.
• Ensuring the building process on any dwelling does not exceed 12 months unless specific permission for such extension has been
granted by the General Manger.
• Issuing of fines against estate rules transgressions as instructed by management or security department.
• Responding to fine disputes as per relevant guidelines.

HUMAN RESOURCE ADMINISTRATION
• Ensure employee files are maintained to company policy and standard.
• Ensure managers comply with performance management policies and documented proof is filed.
• Issuing of notices to employees where applicable (suspension notices, disciplinary outcomes, warning letters, increase notice etc)
• Ensure leave is accurately recorded by Trafalgar.
• Ensure doctor notes are provided when sick leave is booked.
• Administrative requirements pertaining to various regulatory bodies such as Employment Equity, Skills Development regulators etc.
• Ad hoc human resource reporting as required by management.

GENERAL ADMINISTRATION
• Serve as personal assistant to the General and Estate Managers by managing their diaries and providing administrative help as
required.
• First point of response to homeowners and dealing with general queries, telephonically, email etc.
• First round review of agreements to provide comments and input before management review.
• Effective storage and administration of various agreements and other relevant documentation.
• Maintenance of the homeowner database in accordance to agreed standards.
• Be responsible for queries/complaints on the Gloportal platform to ensure issues are addressed by relevant departments.
• Keep minutes of various ad hoc meetings (meetings mandated by the MOI will be kept by Trafalgar).

Job Profile

Required Skills and Knowledge
• Drive for improvement and excellence.
• Strong attention to detail.
• Able to work under pressure and deliver results to deadlines.
• Be independent and firm, at same time a team player.
• Pro-active in liaising with the senior managers.
• Good interpersonal skills with service-focus mentality.
• Hands-on and analytical in identifying areas for improvements

Competency Description

Approachability
Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; is sensitive to and patient with the interpersonal anxieties of others; builds rapport well; is a good listener; is an early knower, getting informal and incomplete information in time to do something about it.

Decision Quality
Makes good decisions (without considering how much time it takes) based upon a mixture of analysis, wisdom, experience, and judgment; most of his/her solutions and suggestions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions.

Managing Diversity
Deals effectively with all races, nationalities, cultures, disabilities, ages and both sexes; hires variety and diversity without regard to class; supports equal and fair treatment and opportunity for all.

Ethics and Values
Adheres to an appropriate (for the setting) and effective set of core values and beliefs during both good and bad times; acts in line with those values; rewards the right values and disapproves of others; practices what he/she preaches.

Peer Relationships
Can quickly find common ground and solve problems for the good of all; can represent his/her own interests and yet be fair to other groups; can solve problems with peers with a minimum of noise; is seen as a team player and is cooperative; easily gains trust and support or peers; encourages collaboration; can be candid with peers.

Learning on the Fly
Learns quickly when facing new problems; a relentless and versatile learner; open to change; analyses both successes and failures for clues to improvement; experiments and will try anything to find solutions; enjoys the challenge of unfamiliar tasks; quickly grasps the essence and the underlying structure of anything.

Functional/Technical
Has the functional and technical knowledge and skills to do their job at a high level of accomplishment

Written Communication
Is able to write professionally, clearly and succinctly in a variety of communication settings and styles: can messages across that have the desired effect.