Estate Manager

Key Responsibilities

• To train, develop and manage the onsite team and promote a friendly, professional work environment.
• To carry out property management tasks both proactively and as directed by the Managing Agent, on behalf of the Board of Directors.
• To drive improvements and efficiencies in relation to processes and services whilst ensuring value for money.
• Maintain strict confidentiality of all company, stakeholder and resident matters.

Supervisory

• To develop and maintain an effective managerial relationship with staff, ensuring that they are highly motivated and that their work is of the required standard.
• To agree work rotas with the Property Manager and the setting of daily tasks for the staff.
• To arrange induction training of new staff on all procedures and to train staff to ensure that they are familiar with relevant procedures and that these are adhered to at all times.
• The ensure that clear instructions are given to agency staff, on the day-to-day workings of the estate, and that they understand emergency procedures and contact details.
• To set an example for all staff members by remaining courteous and helpful to all occupiers as well as to members of the public, staff, guests and contractors.
• To monitor and review all logs and systems of record keeping, utilising technology where appropriate.
• To deal with administrative matters relating to the management of the Building and development and staff. To work closely with the Property Manager, keeping them well informed of events and issues that affect the Estate. To provide written building reports to the Property Managers and the Board of Directors on a weekly basis.
• To ensure that all staff are trained to a sufficient standard in order that they may carry out their duties effectively, efficiently and safely.
• To ensure that day-to-day tasks are delegated to staff members to ensure that they are fully occupied during their shifts.
• To oversee the operation of all service contracts relating to the buildings / estate, and to liaise with the Property Manager with regard to their effectiveness.
• To oversee contractors and the handyman in the completion of all reactive maintenance issues; ensuring that these are dealt with in a prompt and timely manner.
• In consultation with the Property Manager, assist in the development and management of long term maintenance plans for the buildings / estate.
• To assist the Property Manager in the development and implementation of new or revised procedures as required.
• To be responsible for all matters of a Health & Safety nature, relating to the estate. This includes assessing training needs, maintenance of log books, accident reporting procedures, compliance with COSHH regulations and contractor permit to work procedures.
• To walk the estate on a daily basis to ensure that staff are carrying out their duties in the correct manner. To liaise with staff to instigate corrective measures or procedures as required.
• To ensure that the noticeboards are kept up to date and all information displayed is relevant and appropriate.
• To be responsible for the management of a petty cash fund. To ensure that the expenses policy is followed.

Records

• To maintain records of central stores for the buildings / estate in a well organised way, ensuring that appropriate quantities of materials are maintained at all times.
• To maintain records of all overtime, sickness and holiday for all staff and to submit the relevant forms to the Property Manager at the required times.
• To collate and oversee the daily management of records and logs relating to all aspects of the day-to-day running of the buildings / estate.
• To ensure that all contractors service books and health and safety logs are maintained and kept up to date.
• To formulate and maintain a property handbook to enable all staff to respond to queries of residents or other parties.

Health and Safety

• To ensure that all incidents or accidents are logged accordingly and appropriate actions taken.
• To be responsible for all matters of a Health & Safety nature, relating to the estate. This includes assessing training needs, maintenance of logbooks, accident reporting procedures, compliance with COSHH regulations and contractor permit to work procedures in liaison with the developments appointed Health & Safety Consultant.
• To adopt and implement the procedures directed by the Property Manager or their Health and Safety Consultant.
• To assist with the annual fire and health and safety risk assessments.
• To ensure CCTV cameras are monitored and images saved as necessary.
• To ensure that the asbestos present on site is managed in line with recommendations contained within the asbestos register, and to ensure all contractors, site staff, residents and visitors to site are made aware of the necessary asbestos restrictions as appropriate.

Essential skills and attributes

• Suitable experience in estate / facilities management (preferably 5+ years' experience).
• Good understanding of statutory legislation (Health and Safety, Landlord and Tenant) procedures and best practice. Experience in interpreting, advising and implementing company procedures in a consistent manner.
• Effective communication skills to communicate with stakeholders and internal staff.
• The written communication and numerical skills to produce succinct correspondence and reports.
• The ability to research, analyse and reason logically and effectively within tight and conflicting timeframes.
• Competent IT skills including Word, Excel skills.
• Experience in leading and working effectively in teams.
• Experience in supervising onsite staff and assuming responsibility for workload allocation, proactively identifying development needs and performance planning and feedback.
• A commitment to providing customer service.