Estate Manager

Verto HR is looking for an experienced Estate Manager for a Residential Development located in SW London.

The Position: Estate Manager
Location: SW London
Hours: Monday - Friday 08:30 - 17:00, 37.5 Hours per week, 1 Hour unpaid Lunch
Reporting To: Property Manager
Salary: £40,000 - 45,000

Key Responsibilities:

Staffing

• To lead, manage and prioritise the work for all concierge, estate personnel, cleaners and maintenance personnel to deliver the work and services, in line with defined services levels, policies and procedures.
• To maintain a training log for all staff and to provide an annual training plan and recommended budget to the Board of Directors for consideration and approval.
• To manage staff rotas, including holidays and sickness, to ensure effective and relevant cover at all times.
• To ensure site staff are carrying out duties as per their job description.
• To lead on initial conversations with staff where issues/concerns arise.
• To follow all relevant HR practices in the line management of the on-site team and work in close liaison with the designated HR partner.
• Working with the designated HR partner, to manage staff performance, ensure all staff receive annual performance reviews and constructive feedback and guidance;
• To ensure all staff are trained and compliant with all relevant regulations required for the site. To ensure qualifications and accreditations are up to date, e.g. health and safety, first aid, etc.

Estate Management

• To ensure that the whole property is inspected, on a regular basis (minimum monthly), and any defects, security or health and safety concerns are reported to the Property Manager and action taken on any immediate issues.
• To ensure a Maintenance Log is managed and kept up to date at all times, agreeing priorities, timelines and costs with the Property Manager and Board of Directors.
• To take urgent action when needed on matters such as water ingress and appoint appropriate contractors for speedy and effective resolution.
• Ensure all maintenance and service contracts for the development are up to date.
• To manage third party suppliers and contractors visiting / working on site to ensure secure and effective operations and services for the estate.
• To manage relevant site security effectively at all times, including key and access management.
• To ensure the development is a safe and secure environment at all times, using CCTV monitoring when necessary and take appropriate action in the event of incidents.
• To organise relevant meter readings for the estate as appropriate and required.
• To be available at the weekend in the rare occurrence that an emergency happens on site.
• To attend Board meetings as required by the Board of Directors and report on relevant matters.
• To ensure all supplies, as needed, are ordered through the appropriate channels.

Liaison and work with the Property Manager with regard to, but not limited to:

• To be the key liaison with the Property Manager and ensure an effective working relationship and robust communications.
• To ensure that the property is regularly inspected and on a daily basis, that any defects, security or health and safety concerns are reported to the Property Manager and action taken on any immediate issues.
• To ensure relevant service and maintenance contracts are in place.
• To maintain and manage the Maintenance Plan, including recommendations and prioritisation to the Board of Directors.
• Organise and log all relevant paperwork for third party contractors such as work permits, risk assessments, method statements, safety policies.
• To ensure all third party suppliers and contractors on site adhere to appropriate health and safety measures, including the provision of risk assessments, method statements and COSHH certificates.
• Work orders as necessary.
• On-Site purchases.

Leaseholder Matters

• To liaise with Leaseholders, residents and the insurance broker(s) with regard to possible insurance claims and any related work by the development.
• To manage parking on the development, to ensure that parking regulations are complied with and to ensure a smooth traffic on the development.
• To respond, directly to Leaseholders and residents regarding potential breach of lease terms.
• To advise Leaseholders regarding Estate Guidelines and lease requirements such as, consent to sublet, licence for alternations, pets, etc.
• To ensure site databases of Leaseholders, residents etc., are up to date at all times.
• To hold copy leases and other documentation as required by the Board of Directors for reference.
• To supervise any keys left in the custody of the Concierge by residents, leaseholders, managing agents, etc. To ensure they are correctly logged in and out in accordance with agreed procedures.
• To handle, manage and answer Leaseholder and resident enquiries and / or complaints in a courteous and efficient manner and escalate matters, as relevant and necessary, to the Property Manager.

General

• To understand and strictly adhere to the Rules & Regulations established in the Emergency Procedures, Standard Operating Procedures and the development's policy on Fire, Hygiene, Health and Safety.
• To ensure a positive work relationship with colleagues and representatives of the freeholder.
• To attend and contribute to all meetings and trainings scheduled and other related activities.
• To undertake any reasonable tasks and secondary duties as assigned by management.

Qualifications Desired:

• IRPM/BIFM

Person Specification:

• Honest and Reliable
• Team Player
• Works well under pressure
• Excellent communication and customer service skills
• Excellent time keeping
• Must be able to demonstrate experience of managing or deputising a team of 5 or more site staff.