Assistant Estate Manager

Hours of Duty: Monday - Friday 0830 - 1730

Responsible To: Estate Manager

Job Summary

• To assist the Estate Manager and Property Management team in order to plan, deliver and manage the services delivered to the RTM, Leaseholders and Tenants of the Development.

Responsibilities and Duties:

• To deputise for the Estate Manager during holidays, sickness and other planned events.
• To be the lead and key point of contact for contractor management on site, including communications to the Property Manager, Leaseholders and Tenants, as well as other contractors if multiple are working at site.
• To be the lead and key point of contact for the General Repairs tracker and to manage this in conjunction with the Estate Manager. This to include regular reviews and walkabouts (minimum monthly) to ensure items are captured and added to the tracker with recommendations regarding prioritisation and timings.
• Ensuring the Tracker is kept updated to identify items that are open, delayed (with reasons), completed and / or have had their prioritisation changed (with reasons and sign-off).
• To provide a monthly update to the Property Manager on the Tracker and specifically future priorities, such that all relevant parties are informed and agreed.
• To provide ad hoc updates regarding any emergencies and the related implications and consequences.
• To develop and maintain a positive, regular and highly communicative relationship with the Property Manager and Managing Agent to support the smooth running of development.
• To participate in staff reviews, providing feedback and actively manage the team's performance, in an assistant role to the Estate Manager
• To work with Verto to learn all relevant HR practices, roles and responsibilities that a Estate Manager should know.
• Within the first 12 months of appointment, to have undertaken every on-site job at least twice and with sign-off by the Estate Manager.
• Within the first 12 months of appointment, to learn the overall footprint of the development with regard to layout, health and safety, emergency services, utilities, boiler room and other areas and responsibilities.
• Within the first 12 months, to attend a Board Meetings to understand process and protocol - to give an update on learnings and development, as well as any relevant contractor management information.
• To provide all necessary services to the residents as per the instructions of senior management.
• To communicate efficiently with all other members of staff, the residents, guests and onsite contractors.
• To respond proactively to resident requests. Always respond in a timely and polite manner.
• You will be required to carry out a minimum of two inspections of the common areas of the building. At the end of your shift, you must ensure the property is kept clean, tidy and that all electrical/ technological appliances are in good working conditions at all times.
• To assist residents together with their guests and visitors when and where required. It should be remembered that your duty is to the residents, however, please note that any assistance given to any individual should not distract from your duties required to the whole.
• To monitor all persons at the development and ensure they have a right to be present.
• To respond to site emails and deal with general enquiries. To log messages, requests and events.
• To raise any issues and concerns with the Estate Manager and the Board, as relevant, e.g. work being undertaken without an LFA (Licence for Alterations), contractor behaviours, parking issues, as well as any unusual happenings or behaviours on site.
• To monitor the presence of workers working within the building and supervise their activities to ensure minimum disturbance to residents.
• Co-ordinate access and building systems and monitor and react to alarms as directed.
• Liaise with Emergency Services as required.
• Log and report any incidence of disrepair by using the appropriate procedure / tool at your disposal. Immediately inform senior management of the incidence. 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 to senior management immediately.
• Report and monitor Health & Safety issues and ensure adherence to safe working practices
• Be flexible and have a hands-on approach. Please offer help and assistance to others where possible.
• To complete any other requests as directed by the Estate Manager or Property Manager.

Person Specification:

• Honest and Reliable
• Team Player
• Works well under pressure
• Excellent communication and customer service skills
• Excellent time keeping
• Professional appearance
• Ability to prioritise
• Ability to take ownership of an operation whilst working alone