Reporting to
Senior Commercial Property Surveyor/Head of Commercial Property Management
Department
Estate Management
Primary location
Eaton Estate, Chester (plus other locations)
Contract type
Fixed term contract (9-12 months)
Full time - 35 hours a week hybrid working
Main purpose of role
To be a key member of the Estate Management Team in assisting in the delivery of the Eaton Estate Commercial Property Strategy and to undertake the day-to-day management of the commercial property portfolio at the Eaton and Halkyn Estates.
Key responsibilities
Strategic
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Working closely with other members of the Estate Management Team to support the Agent for Eaton and Halkyn Estates and the Head of Commercial Property Management in reviewing and delivering the Commercial Property Strategy.
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To identify and assess opportunities to improve service levels to tenants and stakeholders and to add value across the estates and to put forward related recommendations to the Head of Commercial Property Management.
Operational
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To diligently manage the commercial property portfolio in an effective, efficient and timely manner including instructing, managing and working with:
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Internal colleagues, including those from the Finance, Building Services, Rural and Health & Safety teams
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External consultants, managing agents, advisors and solicitors.
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To ensure that tenants are managed throughout their tenure and that they comply with the terms of their leases and Statutory obligations and regulations, whilst achieving an excellent level of tenant satisfaction, so as to warrant that the commercial portfolio is managed in compliance with legal, regulatory and Estate governance requirements.
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To deal with tenant’s day-to-day queries and requests (directly or in liaison with managing agents) in a timely and professional manner.
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Working closely with the Finance team to ensure that all rent and other charges are collected in full and on time.
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To liaise and work with external contractors and advisors to prepare and market vacant properties for let or sale.
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To accompany potential tenants/purchasers to viewings of properties, as required.
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To undertake vacant property inspections and follow up reporting, as required.
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To ensure that the letting/sale processes and all associated documentation are completed in a timely and accurate manner.
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To undertake rent reviews, lease renewals, lease re-gears and other property transactions promptly and in accordance with agreed budgets.
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To prepare, review and update property asset management plans for all commercial properties to assist in the efficient management of premises and to use these to identify threats to assets, as well as opportunities to drive income and reduce irrecoverable costs so as to increase the portfolio’s income stream year-on-year.
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To identify and implement opportunities to enhance sustainability and energy efficiency across the estates.
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To identify and assess development and re-development opportunities across the Eaton and Halkyn Estates and work with Estate Management colleagues to optimise these opportunities.
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To assist in the preparation of planning applications and full supporting documentation for a wide range of development schemes.
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To assist the Head of Commercial Property Management in agreeing and setting budgets for the Estate Management Team and to monitor and review budgets to ensure that up-to-date and accurate information on budget outturn can be reported.
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Working with managing agents, as necessary, to agree, set and manage service charge budgets for multi-let properties.
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To accurately record all transactions and property-level information on the estate’s property management system in a timely manner.
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To liaise with the estate’s insurance broker and insurer in respect of all insurance matters and to assist the Head of Commercial Property Management in completing the annual building insurance renewal process for the commercial property portfolio and procuring insurance valuations, as required.
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To attend internal and external meetings and prepare reports, as required by the Head of Commercial Property Management.
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Respond to all requests for information and enquiries relating to properties in a timely manner.
Communication
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To build strong relationships with the estate’s employees and tenants and external advisors.
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To positively engage with the urban and rural communities across the estates and to foster, develop and build strong relations with third party stakeholders.
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To act in a professional and sensitive manner in ensuring that confidentiality is maintained in all estate business activities.
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To invest in relations at every level of the organisation and across the estate.
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To ensure that the values of the Eaton Estate are upheld and to conduct business in such a manner to enhance and protect the estate’s reputation.
General Responsibilities
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To continuously develop and improve.
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To comply with company policy and best practise in security, legal and regulatory compliance.
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To carry out duties, within the relevant legislation at all times and be familiar with the terms of all current legislation relevant to the role.
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To ensure H&S responsibilities are fulfilled, including:
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To have responsibility for personal safety and the safety of others
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To ensure that all H&S responsibilities are fulfilled and that safety and welfare is maintained
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Plan enough time for work to be done in a healthy and safe way
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To assume delegated authority to take aversive/proactive action where appropriate to prevent a potential situation escalating to an accident or health and safety failure.
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To complete any other duties as required from time to time.
Essential Skills and attributes:
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Property-related degree.
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RICS qualified Chartered Surveyor with post qualified experience within a commercial property environment.
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Experience of working with a range of property types.
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Experience across lease advisory, valuation, agency, commercial property management and asset management.
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Excellent interpersonal and communication skills to work successfully across a broad spectrum of stakeholders including members of the Grosvenor Family, staff, consultants, contractors and members of the public.
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Strong customer service, always striving to achieve the best possible quality within time and budgetary constraints.
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Excellent planning, organisational, reporting and delivery skills; comfortable with periods of pressure.
All employees must uphold the shared values of Grosvenor:
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Integrity, be honest, fair and open
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Trust, be loyal, reliable and deliver on commitments
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Respect, be inclusive, straightforward, collaborative, caring and thoughtful
Key performance indicators
Performance will be assessed against both the Key Responsibilities outlined in this document and the annual objectives set as part of the Performance Development Review, as well as:
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Feedback on the level of support to the Agent for Eaton and Halkyn Estates and the Head of Commercial Property Management, the Estate Management Team and stakeholders.
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Timely management of property transactions, including lettings, rent reviews, lease renewals and lease re-gears and comparison of rents achieved versus estimated rental values.
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Prompt collection of rent and management of debt.
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Reduction in void rates.
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Assistance with delivery of the Commercial Property Strategy.
Additional information
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There is a need to occasionally work outside of usual office hours.
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