Estates Officer

Responsible for the day-to-day administration of the estates portfolio, ensuring compliance with the client's Asset Management Strategy, corporate priorities, and under the guidance of the Property Manager. Coordinating estates work across service areas, identifying commercial opportunities, and managing property acquisitions and disposals as directed.

1. Essential Functions and Responsibilities:
1.1. Maintain a commercial approach to estates, ensuring best value from land holdings.
1.2. Stay aware and up-to-date with estate management practices, applying them to the portfolio.
1.3. Assist in appointing and managing external valuers and estates consultants for efficient service delivery.
1.4. Assist in designing and implementing estate policies and procedures aligned with company objectives.
1.5. Write and prepare estates reports.
1.6. Coordinate internal and external stakeholders for efficient estates work delivery.
1.7. Collaborate with various council service areas and portfolios to ensure an efficient estates service.
1.8. Work with legal services in preparing legal documentation such as leases, licenses, easements, etc.
1.9. Maintain property ownership data on the council's mapping system (e.g., QGIS) and produce plans when required.
1.10. Organize and attend estates meetings and report on estates work and performance data.
1.11. Respond to day-to-day estates queries from the public and manage a register of these queries.
1.12. Maintain and be responsible for property ownership data on the asset management system (e.g., Technology Forge).
1.13. Draft, record, and present data to key stakeholders in various formats.
1.14. Liaise and coordinate with a range of teams, external partners, and consultees on estates matters.
1.15. Conduct research to support the planning and delivery of estates work.
1.16. Manage day-to-day estates queries and work, referring important decisions/queries to the Property Manager.
1.17. Liaise with Contact Centre, Control Centre, and Communications Teams to respond to enquiries regarding estates work.
1.18. Manage and supervise the specialist estates apprentice.
1.19. Be aware of Health and Safety legislation and implement Estates-related rules.
1.20. Deputize/assist the Property Manager on asset management/land and property matters when assigned.
1.21. Lead the production, implementation, monitoring, review, and rolling forward of the Council's Asset Management Plan.
1.22. Support project managers on all estates-related matters and report to project boards as necessary.

2. Other Duties and Responsibilities:

• Provide general assistance to other teams within the company as directed by the Property Manager.
• Carry out other estates management duties as assigned from time to time.

3. Supervisory Responsibilities:

• Manage the Estates Apprentice.

4. Financial Responsibilities:

• Maximize efficiency of service delivery and identify income-generating opportunities.
• Raise purchase orders and invoices for estates advisors, leases/agreements, and other estates-related works.
• Monitor and take corrective action where necessary.

5. Responsibility for Assets and Data:
The post holder will:

• Be responsible for all equipment issued to perform role duties.
• Create, maintain, and manage appropriate databases.
• Ensure secure storage of all estates documentation.
• Administer estates information and data on the asset management system and QGIS mapping system.

6. Extent of Public Contact:

• Elected Members, Senior Management Team, other teams within and external to RBC.
• Estates Contractors, solicitors, surveyors, consultants.
• Other Councils and public and government bodies and statutory sector.
• Liaison and consultation with end users and key stakeholders.
• Receive and reply to emails, telephone calls, and face-to-face visits from the public regarding estates matters.

7. Working Conditions and Environment:

• Office-based but may require visits to tenants, properties, vacant and active buildings/sites, and active construction sites.

8. Corporate Responsibilities:
All staff must act within company rules and follow reasonable management requirements, as outlined in company policies and guidelines. This includes responsibilities related to financial accounting, equality and diversity, health and safety, risk management, data quality and protection, business continuity, major emergency planning, procurement and contract management, safeguarding, and anti-fraud. Employees are also expected to adhere to the company values and behaviors.