Estate Manager

MAIN DUTIES AND RESPONSIBILITIES

General

1. Maintain high standards & quality service by establishing and enforcing organisation standards.
2. To ensure all staff have a customer focus approach to their roles and responsibilities.

3. To be the first point of contact for all resident queries as and when required.

4. To undertake subsidiary objectives by establishing plans, budgets and results measurements.

5. To enforce the development brand image by collaborating with customers, the Managing Agent, the client and employees.

6. Bring to the attention of residents any breaches of in-house rules, leases or other agreements in force at the time.

7. The Estate Manager is expected to be flexible and undertake reasonable additional duties as required by the Managing Agent and client.

8. To ensure that maintenance schedules are adhered to; that operational checks are carried out and recorded and that contractors respond to call outs in accordance with terms of contracts.

9. To report any defect, or health and safety concern, no matter what its nature, to your line manager.

10. To maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices; participating in professional societies.

11. To ensure all staff (including the Estate Manager) are well presented at all times whilst on duty or in the public areas and to maintain the Managing Agent’s grooming policy across all staff.
12. leading weekly management meetings, ensuring they are prepared for in advance, following up on actions and ensuring they are documented with minutes being issued within 24hours of the meeting to all relevant persons.
Supervisory

13. To manage in a supportive and motivational manner to ensure high, appropriate and attainable standards are achieved, providing coaching and training as appropriate. Ongoing liaison with, and reporting to, the Managing Agent will be required.

14. To manage the on-site staff in conjunction with the Managing Agent to include regular staff appraisals and personal development plans, preparation of agreed work rotas and the setting of daily tasks for the staff.

15. To arrange and conduct induction and ongoing training in conjunction with the Managing Agent for all staff on the following:

• Development policies & procedures.
• Customer Service training.
• Technical & Behavioral Skills training.
• Building management systems.
• Plant room / M&E equipment.
• General Health & Safety.

16. To hold regular briefings and communication meetings with staff.

17. To complete periodic out of hours visits (weekend, evening & nights) to the development to review the operation, provide additional support to the staff and complete training.

18. To deal with administrative matters relating to the management of the buildings/development and staff. To work closely in co-operation with the Managing Agent, keeping them well informed of events and issues, which affect the building/ development. To provide written development reports to the Managing Agent on a weekly basis.

19. To oversee the operation of all service contracts relating to the development, and to liaise with the Managing Agent with regard to their effectiveness.

20. In consultation with the Managing Agent, assist in the development and management of long term maintenance plans.

21. To assist the Managing Agent in the development and implementation of new or revised procedures as required. To ensure policies & procedures are translated into practice through effective management.

22. To walk the development on a daily basis to ensure that staff and contractors are carrying out their duties in the correct manner and liaise with staff and contractors to implement corrective measures or procedures.

23. To be responsible for the management of funds received and petty cash held. All incomes and expenditures to be documented and be accompanied by detailed receipts. Any single expenditure in excess of £500 must receive prior approval from the Managing Agent.
Records

24. To plan, develop, monitor, evaluate and audit systems and procedures to ensure continuous improvement of all aspects of the development’s core services.

25. To maintain records of central stores for the development, ensuring that appropriate quantities of materials are maintained at all times.

26. To maintain records of all overtime, sickness and holiday for all staff and to submit the relevant forms to the Managing Agent at the required times.

27. To collate and oversee the daily management of records and logs relating to all aspects of the day to day running of the development.

28. To ensure that all contractors service books and health and safety logs are maintained and kept up to date.

29. To formulate and maintain a development / Emergency Manual to enable all staff to respond to queries of residents or other parties. The manual will provide details of all contracts, plant and systems, detailing emergency and out of hours contact information and list specific contractors who work within the development. In addition, documentation relating to the function of all plant and equipment throughout the development is to be created and maintained.

Health and Safety

30. To ensure that all incidents or accidents are logged accordingly and appropriate actions taken.

31. To be responsible for all matters of a Health & Safety nature, relating to the development. This includes assessing training needs, maintenance of log books, accident reporting procedures, compliance with COSHH regulations and contractor permit to work procedures.

32. To assist with the annual fire and health and safety risk assessments and adopt and implement the procedures directed by the Managing Agent or their Health and Safety Consultant.

33. To ensure CCTV cameras are monitored (where possible) and images saved as necessary in accordance with the Data Protection Act 1988.

34. To ensure the development has tight security measures in place to safe guard the residents, staff and members of the general public.

Sustainability

35. To promote sustainability initiatives as directed by the Managing Agent.

Requests from individual residents for work to be carried out should only be executed to the extent that they fall within the Managing Agent’s duties as a whole or are of such a minor nature in relation to your overall tasks that they do not have an adverse impact upon them. If in any doubt as to whether a request falls within your duties then you should consult with the Managing Agent.

Should you have difficulty understanding or completing your duties, you should contact the Managing Agent in the first instance.

Note: This is only a summary of the Estate Manager’s duties and it may be subject to alteration at the discretion of the managing agents and/or the Board of the Management Company.