Job Overview
Purpose
Reporting to the Board of Directors, the Estate Manager is responsible for the maintenance and good working order of the Estate, which is 121 flats set over 2 blocks to provide an appropriate safe, secure and attractive environment for residents and staff.
The manager will be responsible for prioritizing daily work within the Estate, managing time effectively and is accountable for decisions taken within delegated authority.
Main duties & Responsibilities
- Safety & Security
- To be responsible for the general security of the buildings & grounds, carrying out general risk assessments as necessary and be aware of terms of residents’ leases.
- To ensure that the specific required risk assessments and inspections (Fire Risk Assessment, Quantitative Tree Risk Assessment, Lifts, electrical complianceetc.) are carried out promptly, the results recorded and shared with the Board of Directors
- To actively promote Health & Safety awareness and ensure Company employees have access to, and comply with, the necessary rules and regulations including any emergency procedures
- As necessary, from time to time, issue relevant notices drawing the attention of staff and residents to specific Health & Safety issues
- To report to the Board of Directors & Company Secretary without delay any accident resulting in injury to any employee of the Company or any other person
- Supervise and deal promptly with any breakdowns in the lifts or other services.
- Deal promptly with any defects and/or damage, including neighboring property that is observed or reported
- Respond to fire alarm at all times when on site.
- Act as a first aider on site and insure first aid kit is adequately stocked at all times.
- Advise team and Board when not on site so that alternative emergency arrangements can be made.
- Oversee that the security cameras are in working order around the estate.
- Supervision of Staff
- Line Manage and monitor the cleaners to ensure that the common areas of the flats (the entrance halls, landings & staircases) are cleaned to a high standard
- Line Manage and monitor the gardening team to ensure that the highest standards of maintenance, tidiness and display are sustained
- Line Manage and monitor the maintenance team in ensuring that all works of repair or maintenance to the fabric of the buildings and grounds are carried out promptly and efficiently
- Ensure the daily collection of rubbish from each stairwell and the weekly procedures relating to food waste clearance are adhered too.
- Maintain all necessary records of holidays, sickness & other absence ensuring that holidays are planned so as to continue to provide sufficient cover to meet the needs of the Estate
- Maintain confidentiality of Directors meetings, discussions, staff personnel matters, residents’personal information and any other confidential matters of which the Estate Manager becomes aware
- Ensure all staff complete self-certification absence forms following return to work from any period of sickness absence (plus Medical Certificates are received for more than 5 days absence). Advise the Company Accountant of staff absence, holiday and overtime so that correct salary payments are made each month
- Make the Board aware of any staff work performance, timekeeping and absence issues so that appropriate action can be taken
- Liaison & Monitoring with External Contractors
- Obtain quotations for all necessary repair and maintenance work required by the Estate and, if valued above £250 review with the Company Accountant; if valued above £1,000 bring to the Board for approval.
- Give access to maintenance contractors and monitor and ensure safe working practices e.g. permits to work, hot works, safety barriers. Ensure they comply with the Guidelines of the Estate.
- Monitor and ensure the quality of work being done
- Be aware of contractors working on residents’ flats to ensure against misuse of lifts and the terms of the lease are followed, ensuring communal areas are protected and not damaged and terms of the lease are being followed.
- Administration
- Together with the Company Secretary, ensure that all new residents receive a copy of the Estate & Company Guidelines for Lessees & Residents and be familiar with their contents
- Together with the Company Secretary, keep the Schedule of Residents (including the Key Register) up to date, sending out Residents Information Forms for completion, as appropriate
- Deal with any complaint from Residents, except where such complaints should be referred to the Board
- Prepare, with the Managing Accountant, detailed costs for expenditure on maintenance, cleaning & gardening for inclusion in the annual budget
- Produce monthly report for board meetings. Attend and report to the monthly Board Meetings. Annually book the venue and attend the Company Annual General Meeting as well as set up for the event.
- Assist the Board in the recruitment of Company staffand assist in the preparation of appropriate job descriptions
- Strategic planning, ongoing compliance requirements: With ongoing changes to regulations, a proactive mindset to identify potential factors that would need addressing. Timescales, identifying contractors, costs, impact on estate etc. Long term investigations and planning for projects should be structured so that they can be parked with findings to date clearly documented. As further requirements are identified requirements are identified the investigation can be presented at meetings.
- Take ownership of developing a working knowledge of the estate infrastructure
- General Duties
Hands on’ gardening and maintenance assistance, as necessary e.g. leaf clearing and rubbish collection, including driving the small tractor.
- Give assistance to residents in case of emergencies
- Ensure that stocks of the necessary cleaning and maintenance supplies are maintained (including salt for roads), accounting to the Managing Accountant for all monies expended from petty cash and for items invoiced to the Company or charged on the Company Credit card
- Conduct at least twice daily walk abouts of the estate.
- Maintain cleanliness of the The Lodge, its interiors and surrounding areas to the highest standard
- Ensure email, phone and in person correspondence is dealt with on a timely basis, providing residents with a response to enquiries and keeping them up to date on progress of matters raised.
- Outside of normal working hours keep the Company phone (or arrange with a member of staff as back up) to respond to emergencies.
- Key attributes for success
- Hold a Full (Clean) UK Driving License
- Experience of Building and construction, Health & Safety and Fire regulations in the UK
- Physically fit to traverse a 6 acre site, navigate stairwells up to roof level and be able to review any issues inside the 18 Lifts.
- Strong communication skills, highly organized, ableto interact with residents, staff members and contractors and neighbors.
- Strong computer skills, with office applications, email etc.
- Cultivate a good collaborative working environment with staff, Board of Directors, Company Secretary, Accountant.
Job Type: Permanent
Pay: £42,000.00-£45,000.00 per year
Benefits:
Work Location: In person
