Cyps

Whitefoord Beach House | Caretaker

Luxury Coastal Escapes has full management of the Whitefoord Beach House Estate, overseeing all aspects of its operations and ensuring the highest standards of service and maintenance. As part of our management responsibilities, we oversee all staff on behalf of the owners, ensuring seamless coordination and exceptional guest experiences. All personnel working at Whitefoord Beach House will report to Luxury Coastal Escapes. However, Thala, the Senior Housekeeper, will serve as the onsite manager. In this role, she will be responsible for managing the staff on-site, overseeing daily operations at the house, and acting as Whitefoord’s onsite manager to ensure the estate runs smoothly and efficiently.

Caretaker Role Summary

As the Caretaker of Whitefoord Beach House, your role is to ensure that the exterior of the property, including the entrance and outdoor facilities, is immaculately maintained. You will work closely with your team to create an exceptional guest experience, with responsibilities spanning property maintenance, security, and guest assistance.

Guest Interaction and Conduct

The Caretaker will have minimal contact with guests and will primarily be responsible for maintaining the exterior of the house. The only times guest interaction is required will be upon arrival, to assist with unloading luggage, and upon departure, to help carry luggage. The Caretaker will ensure that the outdoor spaces are clean, well-maintained, and presented to a high standard. Housekeepers will be responsible for the interior of the house, ensuring a clear division of duties while maintaining seamless guest service.

Key Responsibilities:

1. Property Maintenance & Presentation

• Maintain the exterior areas of the guesthouse, including gardens, pathways, patios, beach access, beach and outbuildings, ensuring all spaces remain pristine and up to a 5-star standard.

• Follow a structured daily and weekly cleaning and maintenance schedule, including pool maintenance (schedule attached).

• Conduct a thorough walk-around of the property twice daily (morning and evening), identifying and reporting maintenance issues immediately via WhatsApp on the Whitefoord Beach STAFF group.

• Oversee and coordinate external maintenance work, ensuring Luxury Coastal Escapes is updated on all tradesmen (e.g., plumber, electrician) visiting the property and providing progress updates on repairs and fixes.

• Monitor outdoor furniture, lighting, and fixtures to ensure they are clean, functional, and well-maintained.

• Regularly check outdoor bins, keeping them clean and managing waste disposal efficiently.

2. Guest Experience

• Ensure the property is always in a guest-ready state, paying close attention to cleanliness, order, and functionality.

• Provide a warm and professional welcome to guests, assisting with luggage upon arrival and departure.

• Maintain personal presentation by being well-groomed, showered, and dressed in a clean Luxury Coastal Escapes uniform at all times.

• Address any guest queries, special requests, or minor concerns by promptly escalating them to Thala, who is responsible for guest services.

• Support the housekeeping and maintenance team to ensure smooth transitions between guest stays by keeping exterior spaces spotless and well-stocked with necessary supplies.

• Maintain an inventory of exterior maintenance supplies, ensuring all cleaning materials and tools are available for daily use.

3. Security & Safety

• Maintain property security by overseeing access control, ensuring that only authorised guests and approved contractors enter the premises.

• Report any security concerns or unusual activity immediately to the security guard at the main entrance of the Beach Estate and update the Whitefoord Staff WhatsApp Group.

• Ensure the safety of guests, staff, and property assets by adhering to strict security protocols and monitoring the premises for any potential risks.

• Conduct regular checks of entry points, gates, and external doors to ensure they are secure.

• Verify and log visitor entries and exits, keeping accurate records of all arrivals and departures.

4. General Operations & Team Communication

• Maintain open communication with your team and Luxury Coastal Escapes management to ensure smooth operations.

• Immediately report any major issues or necessary upgrades to Luxury Coastal Escapes.

• Adhere to the highest levels of professionalism, discretion, and confidentiality when interacting with guests, colleagues, and management.

• Participate in team briefings and provide updates on any challenges or ongoing maintenance work.

Expectations for Excellence:

• Consistently maintain a high standard of service and presentation.

• Be proactive in addressing potential issues before they arise.

• Demonstrate professionalism, reliability, and attention to detail.

• Communicate effectively with management, guests, and service providers.

• Take pride in the property, treating it as if it were your own.

This role is integral to maintaining the luxury, comfort, and exclusivity of the guesthouse, ensuring that every guest enjoys a flawless experience.

Pool Cleaning Schedule (Weekly):

Backwash each pool once a week

Summer chlorine schedule – twice a week (Monday, Thursday)

• Pool one (front pool by garage): 2/3 cups twice a week

• Pool two (kidney-shaped): 5/6 cups twice a week

• Pool three (long front pool): 10/12 cups twice a week

Winter chlorine schedule – Once a week

• Pool one (front pool by garage): 2/3 cups

• Pool two (kidney-shaped): 5/6 cups

• Pool three (long front pool): 10/12 cups

Work Schedule & Overtime

Standard Working Hours:

• Monday: 07:30 AM – 6:00 PM (with a 2.5-hour lunch break)

• Tuesday: 07:30 AM – 10:30 AM (Core Responsibilities), 6:00 PM – 6:00 AM (Guarding Shift)

• Wednesday: 11:00 AM – 12:00 PM (Core Responsibilities), 6:00 PM – 6:00 AM (Guarding Shift)

• Thursday: 11:00 AM – 6:00 PM (with a 1-hour lunch break)

• Friday: 07:30 AM – 6:00 PM (with a 2.5-hour lunch break)

Overtime Policy:

• Weekend Hours During Guest Stays:

• Saturday: 07:30 AM – 6:00 PM (Overtime Rate: R390 per day)

• Sunday: 08:00 AM – 2:00 PM (Overtime Rate: R390 per day)

If required to work on designated off days (weekends), this will be compensated with the above overtime rates but will not accumulate as additional off days.