Estates Manager

Role Definition:
As an Estates Manager for a client side propco, you will play a pivotal role in delivering excellent customer service to our tenants, fostering positive relationships with suppliers and contractors, and ensuring the smooth and efficient management of estates. This largely site-based role demands an in-depth understanding of a property portfolio, allowing you to collaborate closely with the Property Director and Asset Management Team. While site visits are essential, you will also need to attend the office for meetings and administrative tasks. Your primary objective is to elevate customer service, enhance profitability by maximising rental income, minimising void periods, and controlling costs.

Duties & Responsibilities:
Your responsibilities as an Estates Manager include but are not limited to:

Main Duties:

• Regular site visits to establish familiarity with estates, tenants, and their businesses, with prompt attention to new tenant onboarding.
• Establish a routine for estate visits, ensuring tenants have a channel to report concerns and receive feedback.
• Conduct regular inspections to identify maintenance or housekeeping issues, maintaining records and taking corrective actions.
• Manage the caretakers' team, providing training and overseeing their performance.
• Respond to emergencies, including out-of-hours if necessary.
• Handle insurance claims, liaising with insurers, tenants, suppliers, and authorities.
• Work with the Asset Management Team to oversee the handover process.
• Review and authorize invoices for payment, acting as a point of contact for invoice queries.

Other Duties:

• Monitor monthly Service Charge expenditure, identifying areas for corrective action.
• Participate in the annual review of Service Charge expenditure.
• Coordinate statutory testing and inspections, collaborating with contractors, suppliers, and agencies.
• Ensure all necessary documentation is received from contractors for maintenance projects.
• Conduct Risk Assessments, address corrective actions, and ensure tenant compliance.
• Attend weekly Estates Meetings to report to directors.

Confidentiality:

• Maintain the security of tenant and company data, adhering to GDPR guidelines and company policies.

Health & Safety:

• Promote and maintain health, safety, and security as defined in the Company Health & Safety Policy.
• Participate in fire drills and other safety-related activities.

Equality & Diversity:

• Support equality, diversity, and the rights of colleagues and others in line with company policies.

Skills & Qualifications:

Essential:

• Quality-driven approach with a focus on excellent customer service.
• Excellent communication skills (written and verbal).
• Strong analytical and problem-solving skills.
• Proficiency in numeracy and financial data interpretation.
• Exceptional interpersonal, planning, and organizational skills.
• Strong time management abilities.
• Good standard of general education.

Knowledge:

• Excellent understanding of building systems and maintenance.
• Knowledge of Health and Safety legislation.
• Awareness of environmental standards and procedures.
• Computer literacy with Microsoft Office / Office 365 proficiency.
• Familiarity with the use of MRI Qube Property Management system.

• Personality:

• Dynamic, assertive, and self-motivated.
• Willingness to undertake training as required.
• Ability to work independently or in a team.
• Strong commitment to customer service.
• Positive attitude with problem-solving skills.
• Patient and calm under pressure.
• Flexible and adaptable to changing needs.

For more information, contact Josh Powell