Estate Manager

MAIN DUTIES AND RESPONSIBILITIES

General

1. Overall:
To develop and maintain an effective managerial relationship with staff and contractors, ensuring that they are highly motivated and that their work is of the required quality standard.
To achieve this working closely with, and reporting to, the Property Manager (PM).

To be an example to all staff members, by remaining courteous and helpful to all residents – as well as the public, guests, staff and contractors – at all times.

2. Administration:
To deal with all administrative matters relating to the management of the Estate, its buildings, staff and contractors. To work closely with the Property Manager, keeping him properly informed of events and issues that affect the Estate.

To walk the Estate on a daily basis to check for defects and ensure that staff and contractors are carrying out their duties/ contracts in the correct manner.

To report any defect, or health and safety concern, to the Property Manager. To monitor and review all records, logs and systems.

To work with staff and contractors to instigate corrective measures or procedures as required.

To ensure the limits of the service charge budget are never exceeded.

To provide written Estate and buildings reports by exception to the PM on a daily basis.

3. Staff Direction: To ensure that clear instructions are given to staff on the day-to-day workings of the Estate, and that they understand emergency procedures and contact details.

To be available (as far as reasonably possible) by telephone when not on duty to assist with emergencies.

To agree work rotas with the Property Manager and the setting of daily tasks for the staff – ensuring that they are fully and productively occupied during their shifts.

4. Staff Training: To arrange induction training for new staff on all procedures and ensure all staff are familiar with relevant procedures and that these are adhered to at all times.

To ensure that all staff are trained to a sufficient standard to carry out their duties effectively, efficiently and safely. To make recommendations if they are not.

5. Monitoring To oversee the operation of all service contracts relating to the Estate and its buildings, and liaise with the Property Manager on their quality and effectiveness.

To oversee the work of the handymen or contractors for all reactive maintenance – ensuring these issues are dealt with promptly.

To prepare and maintain an up-to-date list of planned maintenance tasks for the handymen or contractors to preserve the high-quality fabric of the Estate. To manage the fulfillment of this list within budget constraints, liaising with the PM.

6. Long-term Maintenance of the Estate In consultation with the Property Manager, to assist in the development and management of the long-term maintenance plan for the Estate and its buildings.

To assist the PM in the development and implementation of new or revised procedures.