Estate Manager

Purpose of the job:

The Estate Manager is responsible for the smooth and safe running of the estate including all buildings and grounds. They are expected to assume overall responsibility for the day-to-day management of estate operations; to supervise and monitor the work of other estate and contracted staff; and to undertake their duties where and when appropriate. To liaise and communicate with the Management Board, managing agents and residents as appropriate on relevant matters.

Main Duties and Responsibilities:

Management/Supervisory

• To deal with administrative matters relating the management of the Estate; to work closely in cooperation with the Board of Spencer Close Limited, keeping them informed of events and issues that affect the Estate; to attend Board meetings, if and as required, and to provide written reports on a monthly basis or as required for the Management Board meetings.
• To be responsible for the cleanliness and tidiness of the Estate both internally and externally - ensuring that contractors and/or employees maintain a high standard of work to ensuring that the Estate buildings, gardens and trees are kept in good condition. Assisting with this where appropriate and necessary.
• To develop staffing rota's ensuring that the estate is adequately staffed at all times; arranging emergency cover as necessary.

Administrative

• To input to the budget setting process, by explaining where needed past spend and highlighting the up-and-coming financial needs on the Estate.
• To assist in the development and management of long-term maintenance plans for the Estate, including managing projects for the maintenance and improvement of the Estate.
• To assist in the development and implementation of procedures as required.
• To be responsible for all matters of a health-and-safety nature relating to the Estate. This includes assessing and highlighting training needs, maintenance of reports and procedures, compliance with COSHH regulations and contractors' permit-to-work procedures.
• Assist in the development, maintenance and management of the overall risk register and recovery plans.
• To ensure all fire precautions are in operation and any appliances are in working order; dealing with fire alerts in accordance with company procedures.
• To liaise with residents when required, to facilitate the smooth running of the Estate.
• To investigate all contractor activity instigated by residents ensuring that they have the correct permission for their works to be carried out and that their contractors have the required insurances and that they abide by the rules for disposal of rubbish, parking etc.
• To ensure compliance with the development and any local authority regulations in relation to any external building works.
• To ensure contractors store tools and building materials properly and hazards are reduced to a minimum.
• Arrange for routine maintenance visits by regular approved contractors such as those for the boilers and lifts ensuring that the relevant notices have been provided to residents.
• To ensure accident books and health and safety logs are maintained, and recommendations made for the improved safety and security of the estate.
• To ensure that staff welfare facilities are adequately maintained
• To assess and deal with emergencies and/or call in the maintenance contractor as required.

Records

• To be responsible for the maintenance of records, both electronic and hard copy, in a well-organised way, relating to the estate management and its systems, buildings, plant and maintenance work carried out on behalf of the company, both externally and within each residence.
• To ensure all contractors' work sheets, service books and health and safety logs are maintained and kept up to date.
• To ensure information to residents of emergency and out-of-hours contact details are maintained.
• To be responsible for the management of a petty cash fund, documenting all expenditure with detailed receipts.

• To process and record insurance claims on behalf of the Company.
• To manage and monitor allocated budgets relating to general maintenance and other specific work contracts as required by the Board.

General

• The Estate Manager is expected to be flexible and undertake hands on estate work and any other reasonable additional duties as required by the Board. This includes covering early and/or late shifts and weekends to ensure the estate has agreed staff cover.
• To monitor Leaseholder agreements approved by the Board in relation to the subletting of flats.
• The Estate Manager is the representative of the Company. As such they should display a courteous and helpful attitude toward the residents of the property and to their visitors as well as contractors. A clean and smart appearance should be maintained at all times.
• To carry out any other reasonable request by the Board in line with purpose of the job above

Key Competencies

• Knowledge of estate management supported by relevant technical skills and laws applicable to the estate
• Supervisory/management skills
• Administrative Skills - including budgeting and keeping proper records
• Organisational Skills to ensure that all legal, hygiene and estate management activities are carried out in a timely manner.
• Interpersonal Skills to be able to liaise with residents, contractors etc
• Awareness of the differing needs of residents due to personal circumstances, back ground eg but not limited to cultural, religious, disability
• Able to work within delegated authorities
• Health and Safety - knowledge and understanding of the needs of the estate and staff with the aim of getting a basic qualification
• First Aid - knowledge and with the aim of where not held gaining a basic qualification