Estate Manager - K Village

Purpose of the Role

The Estate Manager’s role is to ensure the overall smooth running of the buildings and estate, including the recruitment and training of site-based staff whilst maintaining a safe and pleasant environment for our customers through the monitoring of Health & Safety systems and the promotion of best practice throughout all tasks.

Key Responsibilities

• The management of the estate & blocks at K Village, Riverside Place Kendal
• Undertake site checks across all common areas of the buildings and estate on a regular basis, having regard for state of repair and ensuring that high standards of property presentation are achieved and maintained at all times
• Ensure compliance at all times with operational standards including ensure that Compass is up to date and complete at all times.
• Build and maintain an effective relationship with clients
• Liaise with Clients, tenants and leaseholders to ensure compliance
• To attend/undertake regular site based client meetings to ensure the smooth day to day operation of site
• To prepare, issue and present periodic Client reports
• Undertake periodic reviews of the budget against expenditure
• Prepare service charge budgets
• Lead on Section 20 works and ensure compliance with H&S at all times;
• To lead on and undertake regular procurement/tendering exercises to strive for best value services
• Adopt a proactive and effective communication approach with clients/Leaseholders;
• In conjunction with the Regional Facilities Manager (RFM) provide efficient, effective and economic building and estate related facilities management services to all managed areas of the sites development. This includes the “Common Areas” of the estate and buildings.
• Plan and manage all works and projects on buildings, estate areas, ensuring compliance, to include liaison with service providers, developers, other professionals.
• Maintaining integrity of IT based reporting systems to ensure overall management of reactive and planned maintenance, correct record keeping and efficient risk management.
• Collate and check all routine invoices and approve within agreed limits.
• Issue/approve purchase orders for both service contracts and non-routine expenditure.
• Supervise service contracts and maintaining up-to-date records of all work carried out by contractors.
• To be responsible for the management of health & safety files, operational and maintenance manuals and all information, specifications and drawings pertinent to the site, inclusive of updating and archiving.
• In conjunction with the RFM, manage outsourced service providers and the in-house team to ensure security, cleaning, landscaping, maintenance and repairs (fabric and mechanical and electrical) are coordinated, adhering to written service level agreements and the required specification as detailed in operational and maintenance manuals.
• Oversee the management and use of CCTV systems in accordance with data protection legislation, creating links with Council ASB Enforcement and the Police.
• Manage contractor site access and permits to work for service provider contracts, proactively ensuring the maintenance of sound working relationships and tight standards of financial and contract management.
• Manage the sites waste management plan and its practical application across the whole site, inclusive of liaison with the Council and local refuse collection agencies.
• Manage the defects liability process, ensuring all defects identified are inspected, logged and resolved through the established defects procedures, recording and reporting on progress as required.
• Nurture and support more junior members within the team. Direct and inspire the junior team members, particularly around best practice;

Safety & Security

• Ensure that the day-to-day running of the buildings and estate is effective and efficient.
• Ensure that all personnel complete duties to the highest standard and are well presented.
• Keep service areas in a clean, tidy and secure condition and control vehicular traffic in these areas.
• Ensure all accidents and near misses are recorded and attend to any serious incidents that occur.
• Control and re-order first aid kit supplies ensuring that there are sufficient staff are on site to administer first aid as and when needed.
• Ensure that fire and health and safety regulations are adhered to in all buildings by inspection, checking the signs, advising on defects, improvements required, etc.
• Monitor and maintain Health and Safety Records in accordance with the frequency required by the site Health and Safety manual.
• Walk the public areas on a regular basis throughout the day checking on cleanliness, maintenance, landscaping etc.
• Ensure compliance with all statutory requirements and codes of practice, health and safety requirements.
• Maintain overall control of the security operations, paying particular regards to incident response and customer care.
• Liaise with tenants/Leaseholders/Client and the Police in any reported incidents on site.
• Ensure that all insurance risk control requirements and, where appropriate, recommendations, are undertaken.
• Ensure that daily checks are undertaken of the common areas of the estate and buildings and that all necessary remedial works are undertaken within a reasonable time period. Where remedial works are required immediately, the area in question must be cordoned off and made safe for all visitors, tenants, etc.
• Ensure that all health and safety and insurance details are updated and kept on site in respect of the retained contractors.
• Ensure that Health and Safety policy is complied with at all times.
• Control and monitor the keys for all common areas in the buildings and any estate serviced areas

Enquiries

• Deal with enquiries by telephone, personal visits from tenants, leaseholders, contractors, the public, or whoever may have reason to make contact.
• To respond to and manage enquiries and complaints with all stakeholders in mind, ensuring they are resolved or escalated to management, as appropriate.

Public Relations

Establishing and developing good relations and partnerships with various authorities and local agencies, notably:-

• Local authority
• Police
• Fire brigade
• Public transport providers
• Canal & River Trust

Staff