Assistant Estate Manager

My client is seeking an experienced Assistant Estate Manager to join the team at a very high-end residential development in Central London.

Hours of work:

4 on 4 off (7am-7pm)

Duties:

• 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.
• To manage a team of on-site Concierge, including implementing a staff rota and logging leave requests or absences with HR, along with organising agency cover as required.
• Leadership and management of Front of House team, oversight and completion of FoH audits and managing daily team requests as required.
• Remain courteous and helpful to all occupiers as well as to members of the public, staff, guests, and contractors.
• To report back to the Estate Manager at the end of every shift outlining any issues that occurred in relation to staff or the site.
• Responsible for the cleanliness and comfort of the reception area and common parts at all times.
• To monitor all persons at the property and ensure they have a right to be present.
• Log and report any incidence of disrepair by using the appropriate procedure/tool at your disposal. Immediately inform the Estate Manager.
• This should include all building defects, plumbing, heating, and lighting in the common parts, 24 hours a day, and 7 days a week. Where such defects are considered an emergency, they should be reported immediately and follow the emergency procedures as approved.
• To carry out regular building checks during the shift to ensure the staff are carrying out their duties in the correct manner and liaise with staff to instigate corrective measures or procedures.
• To ensure that all contractors service books and health and safety logs, fire folder are kept up to date.
• To cover the Estate Manager's annual leave and to deputise the Estate Manager position.
• Attend the appropriate meetings with the client, residents', and contractors. Minutes produced and circulated as required.
• To maintain a high level of professionalism and continually deliver service to exceed client satisfaction levels.
• Ensuring the SOPs are adhered by all members of staff in order to maintain a high level of service.
• Carry out any additional duties as directed by your Estate Manager.
• Ensure that the procurement of all supplies and services is undertaken in accordance with Client instructions and the managing agents procurement practices.
• This in a timely manner to ensure the highest standards for the best price and financial reporting.
• Producing, reviewing and enhancing SOPs in conjunction with the Estate Manager, whilst ensuring those are followed by the on-site team.
• Willingly contribute to local team meetings giving ideas and suggestions.
• Proficiency in the use of Qube for raising jobs and following through to completion. Measuring suppliers against agreed KPI's.
• Responsible for the welcoming atmosphere throughout the property.
• To assist residents at all times together with their guests and visitors when and where required.
• It should be remembered that the duty is to the residents as a whole and any assistance given to any individual should not distract from duties required to the whole.
• To always be courteous, polite, and positive to residents, guests, suppliers, and the public in general.
• Point of contact for leaseholders', letting agents, contractors and developer, telephone, email enquiries and ensure all administration in relation to such enquiries are resolved and/or escalated to Estate Manager, maintenance or cleaning team.
• Report and monitor health and safety issues and ensure a full safe working practice.
• Security/access control systems are monitored appropriately.
• Taking prompt and appropriate action to deal with any defects or loss of service to any life safety or critical systems in line with current procedures.
• Follow, implement, and maintain any procedure, process and/or control measures identified in the Health & Safety management system or risk assessments.
• Assist with implementing any additional works or management controls as identified in the risk assessment action plans.
• Ensure any incident, accident or near-miss is reported to the FM and H&S teams immediately, details are accurately recorded and assist with any subsequent investigation.
• To ensure the building's procedures are continually updated to ensure adequate cover can be given in the absence of the Estate Manager.
• Ensure that all Health Safety and Environmental issues are managed in line within the managing agents procedures and any electronic Health and Safety management system. This includes operating a permit to work process for communal works.
• To be responsible for all matters of a health and safety nature relating to the buildings. This includes assessing training needs, maintenance of logbooks, accident reporting procedures, compliance with COSHH regulations and contractor permit to work procedures. To keep up to date with current and new Health and Safety legislation.

Professional and Personal Skills

• At least 3 years' experience in a front of house role in a residential environment.
• Excellent and proven customer service experience.
• IOSH qualification.
• Ability to take ownership of an operation when alone.
• Professional, precise, courteous, and dedicated.
• Management experience in a team-orientated workplace preferred.
• Positive attitude.
• Team player.