Estate Manager

We are currently seeking an Estate Manager, based within a development close to Knightsbridge Station.

The salary we're offering is between £45-50k (DOE) and working hours will be Mon-Fri - 0800-1600, however you will be expected to be on-call in the event of an emergency 24 hours per day.

Responsibilities

To assume overall responsibility for the smooth running of the building in all respects and to supervise staff. Reporting back to Residents, Managing Agent or Client where required.

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 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 familiar with the reporting and logging procedures at the building and that they follow the procedures in the building manual when recording and reporting incidents/accidents.
• To set an example for other staff members by being courteous and helpful to all residents as well as to residents' staff and guests and to contractors employed by the residents of the building.
• To ensure that all staff are trained to be courteous, polite and positive to residents.
• 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 supervise any keys which are held in reception by the staff. Ensure that they are correctly logged in and out in accordance with the building manual.
• 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 supervise and monitor the registered mail and deliveries logged maintained by the staff.
• To ensure that the staff deal with all general telephone enquiries and messages logged, effectively and efficiently.
• To deal with administrative matters relating to management of the building and staff. 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 porter and on-site staff to ensure the building's high standard are maintained as set out in the Cleaning and Building Manuals.
• To be present in the staff area during designated hours (except when called away on matters relating to the building).
• To ensure that all staff are trained to a sufficient standard in order that they can operate the CCTV system effectively.
• To walk the development including all buildings on a daily basis.
• To be responsible for the management of a petty cash fund.
• To maintain accurate written records about each flat to include (but not be limited to) the following:
• Location of shut-off valves/switches for water, gas, electricity.
• Name and phone number of residents, with contact number in case of emergencies (unless residents strongly prefer not to divulge such information)
• Status of occupier (owner, renter, children of owner, employees of owner etc.) and (for renters) date moved in, to the extent possible.
• To keep all keys (both to individual residents' flats and to the various areas of the building) well organised and secure.
• 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 manage the daybook where (with the assistance of the staff) all significant events and issues which arise at the building are recorded.
• To maintain records of all overtime and sickness of all staff and submit the relevant forms to the managing agents as necessary.
• In general, the post holder is expected to be flexible and undertake duties as required by the Managing Agents or the Client.
• 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.
• 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 UpToDate.
• Monitor contractors working on site. Check work before they leave site and ensure they remove all waste with them.