> LEFT-OVER FOOD NOT TO BE THROWN OUT ON THE RESERVE
> MAINTENANCE ISSUES AT ALL WHOLE-OWNER HOUSES
> PETROL DIESEL OPERATING HOURS
> ALL WHOLE-OWNER & MOKAIKAI RANGERS
OUTLINE OF DUTIES
OUTLINE OF DUTIES AND RESPONSIBILITIES OF WHOLEOWNER ADMINISTRATOR AT MABULA PRIVATE GAME RESERVE
1. Check that all Staff are on duty and mark the time-book accordingly.
2. Ensure that Staff takes their allocated time-off each month, liasing with Whole Owners where necessary.
3. Maintain Personnel files for each Staff member, ensuring adequate records are kept of: annual leave, sick leave, maternity leave, etc. and that the forms are accurately completed and signed. Also check that sick notes are kept on employee's files and that the Whole Owner is notified when their Staff member is booked-off sick.
4. Update employee information: change of marital status, increase in number of children, contact numbers, copy of I.D. and driver's license.
5. Make sure that there are contact details for their next of kin.
6. Ensure that Time sheets are punctually filled in each month and handed in to the Accounts Office.
7. Ensure that all Staff have proper uniforms and where necessary liaise with the Whole Owners to achieve this.
8. When Staff go on off-days or on annual leave, check at least every second or third day to ensure all OK at house. If the house has a swimming pool and the Staff usually clean the pool, backwash, add chlorine and make sure pool is clean, etc.
9. Call around regularly at houses that do not have Staff and make sure all is O.K.
10. There should be spare-keys for all the houses and their vehicles respectively on the property. These keys should be kept safely and be used only in case of an EMERGENCY, such as veld fires near the house and the game drive vehicle must be moved to a safer place or allow better access to fight the fire at the house. Discretion must be taken at all times when these spare keys are used and the keys must be returned and a log kept.
11. Visit Staff at their Whole Owner houses and see if they have any problems.
12. Check if there are adequate supplies of pool cleaning: chlorine, acid, etc. and for the housekeeping: cleaning liquids, washing powder, cloths, brooms, etc. Liaise with the Whole Owner if any of the above is needed. Emergency supplies may be stocked at your office, but charge them accordingly.
13. Check that the Staff knows how to operate all equipment in their Whole Owner houses properly.
14. Bring under the attention of the Whole Owners if any of their equipment is out of order.
15. Ensure that a suitable firebreak is maintained all around each Whole Owner property and alert the Reserve Department when vegetation needs to be cleared.
16. After electrical storms check all the houses that do not have full-time Staff to see that main switches have not tripped (fridge contents) and that there is no storm-damage, trees down that have to be cleared.
17. If there were elephants in the area, check the houses to see if any damage was done to: water pipes, trees, walls, etc. and advise the Whole Owner where necessary.
18. If an insurance claim is made for damage (as mentioned above), arrange for quotes for the repairs and ensure that the work is adequately carried out.
19. Make arrangements with the Accounts Office for payment to contractors for work carried out and then finalize the insurance claim.
20. Ensure that the refuse removal is being carried out properly.
21. Alert the Reserve about damages to access roads, etc.
22. Monitor water usage and where exceptionally high, investigate and rectify.
23. When memos are sent out from Reserve and MTS offices, ensure that a copy is distributed to each Whole Ownership. It is most important that all Whole Owners receive copies of these memos and also make sure that the Staff understands the contents of the memo's that affect them and their Whole Ownerships.
24. Ensure that all fire fighting equipment around the houses is in a good state of repair and that this equipment is filled and serviced regularly. Make sure the staff at all the houses know how to operate fire fighting equipment and how to use the radio in case of emergency.
25. Ensure that the staff follow the correct guide line for using poisons and pesticides regarding the environment friendly policy on our Reserve and also the cleaning chemicals must be "French drain" friendly.
26. Make sure the staff store dangerous chemicals (chlorine, pool acid, etc.) and gas cylinders and equipment safely and properly. Ask to see their storerooms and garages and check that these are clean and safe.
27. Compile a file with useful phone numbers regarding the fixing of: TV's, DSTV or washing machines, etc and keep on hand for when Whole Owners need assistance or help.
28. Compile a weekly arrivals list for the Main gate of Whole Owners guest coming in. Make sure the owners know they have to notify you by fax only and timeously of the arrival of their visitors. Attend to complaints from owners about other neighbours or owner about noise from houses,etc.
29. For the cleaning of the office: A cleaner must clean the Timeshare office every morning before she goes to the Whole Owner for the day. Her duty will involve the emptying of all dustbins, washing of kitchen cutlery and crockery, cleaning of men's and ladies' toilets and supply adequate toilet paper, sweeping and mopping of office and stoep and in the afternoons on returning from the Whole Owner house, she must just wash the dishes again.
30. Liaise with Coopers Radio with any radio, battery or charger problems and repairs of WLS, Timeshare and Whole Owners.
31. Make sure that any new radio's purchased for MTS and Whole Owners have serial numbers recorded and kept on file under "Radio" file in G.M.'s office.
32. Order, arrange payment and fitting etc, for new radio's for any Whole Owner.
33. Issue epaulettes for Whole Owners/ rangers passing the test and ensure the Whole Owner sign for this.
34. When building of a Whole Owner site commences, visit this site regularly and see that the builders are adhering to all building rules (See Mabula Rules to all Builders).
35. Attend weekly tea at Modjadji.
36. At the end of each month invoices must be raised for all cleaning charges, etc. and forwarded to the accounts office for charging out to the relevant Whole Ownership.
