Estate Manager

Salary: £55,000 - £60,000 depending on experience

• To assume overall responsibility for the smooth running of the development in all respects and to supervise staff.
• Expected to be on call in the event of an emergency 24 hours per day.

Responsibilities & Duties

• To ensure security is maintained at the building. To take responsibility in a crisis, (e.g. fire, floor, intruders) and take appropriate action.
• To work closely in co-operation with the managing agent, keeping them well informed about events and issues which affect the building. To provide a written building report to the Managing Agents every week.
• To supervise the standard of cleaning undertaken by the porters and on-site staff to ensure the building's high standard are maintained as set out in the Cleaning and Building Manuals.
• To formulate a property handbook to enable all staff to respond to queries of residents or other parties. The handbook will provide details of all contracts, emergency contact number and the numbers of specific contractors who work on the block. In addition, it would document the location and function of mechanical & engineering throughout the building.
• Liaise with the Managing Agent regarding any reactive or planned preventative maintenance requirements at the Building advising details of defects in writing where appropriate.
• Provide strategic recommendations to clients regarding asset protection, risk management and service delivery improvements.
• Oversee major works projects, capital expenditure programmes and planned preventative maintenance schedules with a focus on quality performance and value for money.
• Contribute to the preparation of annual Estate Budgets.
• Prepare monthly management reports and attend client and board meetings.

Staff Management

• To professionally manage a team of 9 full time staff. This includes the allocation of duties, creation and updating of work schedules and job descriptions, support and supervision as required, and conduct of performance reviews.
• To ensure that sufficient cover for both cleaning and porterage or services is provided at all times, using contract staff as necessary.
• To maintain an effective managerial relationship with staff, ensuring that they remain highly motivated and that their work continues to reach required standard. A staffing report is to be produced monthly.
• To ensure that all staff are trained to a sufficient standard in order that they can operate the CCTV system effectively.
• To maintain records of all overtime and sickness of all staff and submit the relevant forms to the managing agents as necessary.

Contract Management

• To monitor the log, kept by the staff which records the signing in and out of all contractors and service personnel in attendance at the building. Ensure that the staff issue the correct visitors permits.
• To monitor the presence of workmen around the building and supervise their activities to ensure minimum disturbance to residents. Daily records to be kept and report to managing agents once a month.
• To enforce appropriate standards on visiting contractors (estate or leaseholder engaged) according to the LFA provisions, estate handbook rules and health and safety regulations.

Administration

• To deal with administrative matters relating to management of the building and staff.
• Ensure effective management of estate-wide records, policies and operational documentation.
• To be responsible for the management of a petty cash fund
• To maintain records of central stores for the building (light bulbs, cleaning supplies, key blanks, etc) in a well-organised way, ensuring that an appropriate quantity are always available at reasonable costs.
• To maintain folder of building records, including hard copies of all up to date testing and maintenance records, floor plans, fire strategies etc
• Create Gant chart to understand when essential testing takes place throughout the year. Keep this up to date.

Leaseholder Relationships

• Monitor resident satisfaction and implement service improvement initiatives.
• Manage relationships with key stakeholders and act as escalation point for complex resident issues.
• Maintain professional and courteous relationships with leaseholders and residents.
• The Estate Manager is expected to be flexible and undertake reasonable additional duties as required by the managing agent, the resident management companies, the board or the freeholder.