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Estates & Facilities Manager (Client Side)

Job Title: Estates & Facilities Manager (Client Side)
Contract Type: Permanent
Location: South West London, London
Salary: £40000 - £45000 per annum
Start Date: ASAP
Reference: LO002676
Contact Name: Mark Allen
Contact Email:
Job Published: October 29, 2015 17:01

Job Description

Estates and Facilities Manager - Role Description
The Estates and Facilities Manager's role has a dual purpose; the primary function is to oversee the facilities management function (Central London) offices, Divisional offices and Group Executive offices and will be responsible for all health & safety and compliance, PPM and reactive maintenance for these offices.
The secondary function is to manage the managing agents that our client employs to fulfil its obligations as landlord on developments where we own the freehold. Fundamental to this is ensuring the service and experience the managing agent delivers to our customers is exceptional.
The Estates Manager is responsible for upholding the high standards of presentation and quality that our client seeks to deliver on its developments. This involves the identification of estate enhancement/defect repair works and arranging for these works to be carried out by our construction team or contractors.
Key responsibilities
Facilities management:
" Strategic planning and day-to-day operations in relation to the buildings and premises.
" Procurement and contract management in relation to planned preventative maintenance
" Instruction of reactive maintenance and contractor management
" Carrying out health and safety risk assessments and reviews and generally ensuring the safety and well-being of the office staff;
" Monitoring utilities and communications infrastructure;
" Maintaining accurate records of information
" Ensuring appropriate insurances are in place and monitoring and handling any insurance claims
" Progress reporting to line manager and the Board of Directors
Estates management:
" Vetting of key managing agent staff appointments
" On-going monitoring of managing agent performance through:
o Monthly financial reporting #monitoring service charge arrears#
o Monthly financial report presentation meetings
o Site walks #weekly per site#
o Quarterly presentations
o BSC Five Star Health & Safety Audit
o Feedback from customer satisfaction questionnaire
o Annual managing agent performance audits
" Production of estate management information for reporting to the board of directors
" Managing block handovers to the managing agent #including provision of leases#
" Sign off of service charge estimates and year end accounts
" Arranging insurances #obtaining re-build valuations, informing insurance broker#
" Retaining an overview of significant maintenance works
" Identifying and arranging estate improvement works
" Managing major resident complaints #e.g. district heating charges, LVT issues#
" Strategic management of public liability claims
" Maintaining/managing relationships with key stakeholders #e.g. housing associations#
" Sales/build/EM/Customer Service team meetings
" HA/estate management meetings
" Monthly collection of method statements and risk assessments for high risk works carried out
" Conducting six monthly/yearly inspections of RSL blocks
" Dealing with day to day enquiries from internal and external stakeholders