Job title

Estate Manager

Recruitment Auth No

SMR

Vacancy

Teresa Stewart

Surveyor

tstewart@savills.com

Vacancy Coordinator

Mandy Dixon

mdixon@kvillage.co.uk

Coordinator Name

Name and Email 2

and Email 1 (who

(who will be

will be screening

screening CVs?)

CVs?)

Business Area

SMR

X SMR – Property Management

Contract Type

☒Perm

X Full time

• Part time

Grade

• Casual X Staff ☐Snr Staff ☐Assoc ☐AD ☐Director ☐Temp ☐Dependent on experience

If your vacancy has criteria which is essential for the role and you will not consider any application without this then we can add up to 3 pre-screen questions which, if the applicant answers ‘no’ they will not be able to progress with their application.

• Eg: Do you hold a full UK driving licence?
• Have you had at least 2 years’ experience in a similar role?
• Are you RICS qualified

Please add your Yes/No questions here (optional):

1. Minimum of 3 years relevant industry experience
2. Health & Safety qualifications preferably NEBOSH & IOSH
3. Ability to use full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook.

Job title

Estate Manager

Site Name and Location

K Village, Kendal (Commercial & Residential)

Working Hours

40 hours Monday to Friday

Salary

From £35,650 (depending on experience)

Purpose of the Role

The Estate Manager’s role is to ensure the overall smooth running of the buildings and estate, including the recruitment and training of site-based staff whilst maintaining a safe and pleasant environment for our

customers through the monitoring of Health & Safety systems and the promotion of best practice throughout all tasks.

Key Responsibilities

• The management of the estate & blocks at K Village, Riverside Place Kendal
• Undertake site checks across all common areas of the buildings and estate on a regular basis, having regard for state of repair and ensuring that high standards of property presentation are achieved and maintained at all times
• Ensure compliance at all times with operational standards including ensure that Compass is up to date and complete at all times.
• Build and maintain an effective relationship with clients
• Liaise with Clients, tenants and leaseholders to ensure compliance
• To attend/undertake regular site based client meetings to ensure the smooth day to day operation of site
• To prepare, issue and present periodic Client reports
• Undertake periodic reviews of the budget against expenditure

• Prepare service charge budgets
• Lead on Section 20 works and ensure compliance with H&S at all times;
• To lead on and undertake regular procurement/tendering exercises to strive for best value services
• Adopt a proactive and effective communication approach with clients/Leaseholders;
• In conjunction with the Regional Facilities Manager (RFM) provide efficient, effective and economic building and estate related facilities management services to all managed areas of the sites development. This includes the “Common Areas” of the estate and buildings.
• Plan and manage all works and projects on buildings, estate areas, ensuring compliance, to include liaison with service providers, developers, other professionals.
• Maintaining integrity of IT based reporting systems to ensure overall management of reactive and planned maintenance, correct record keeping and efficient risk management.
• Collate and check all routine invoices and approve within agreed limits.
• Issue/approve purchase orders for both service contracts and non-routine expenditure.
• Supervise service contracts and maintaining up-to-date records of all work carried out by contractors.
• To be responsible for the management of health & safety files, operational and maintenance manuals and all information, specifications and drawings pertinent to the site, inclusive of updating and archiving.
• In conjunction with the RFM, manage outsourced service providers and the in-house team to ensure security, cleaning, landscaping, maintenance and repairs (fabric and mechanical and electrical) are coordinated, adhering to written service level agreements and the required specification as detailed in operational and maintenance manuals.
• Oversee the management and use of CCTV systems in accordance with data protection legislation, creating links with Council ASB Enforcement and the Police.
• Manage contractor site access and permits to work for service provider contracts, proactively ensuring the maintenance of sound working relationships and tight standards of financial and contract management.
• Manage the sites waste management plan and its practical application across the whole site, inclusive of liaison with the Council and local refuse collection agencies.
• Manage the defects liability process, ensuring all defects identified are inspected, logged and resolved through the established defects procedures, recording and reporting on progress as required.
• Nurture and support more junior members within the team. Direct and inspire the junior team members, particularly around best practice;

Safety & Security

• Ensure that the day-to-day running of the buildings and estate is effective and efficient.
• Ensure that all personnel complete duties to the highest standard and are well presented.
• Keep service areas in a clean, tidy and secure condition and control vehicular traffic in these areas.
• Ensure all accidents and near misses are recorded and attend to any serious incidents that occur.
• Control and re-order first aid kit supplies ensuring that there are sufficient staff are on site to administer first aid as and when needed.
• Ensure that fire and health and safety regulations are adhered to in all buildings by inspection, checking the signs, advising on defects, improvements required, etc.
• Monitor and maintain Health and Safety Records in accordance with the frequency required by the site Health and Safety manual.
• Walk the public areas on a regular basis throughout the day checking on cleanliness, maintenance, landscaping etc.
• Ensure compliance with all statutory requirements and codes of practice, health and safety requirements.
• Maintain overall control of the security operations, paying particular regards to incident response and customer care.
• Liaise with tenants/Leaseholders/Client and the Police in any reported incidents on site.
• Ensure that all insurance risk control requirements and, where appropriate, recommendations, are undertaken.
• Ensure that daily checks are undertaken of the common areas of the estate and buildings and that all necessary remedial works are undertaken within a reasonable time period. Where remedial works are required immediately, the area in question must be cordoned off and made safe for all visitors, tenants, etc.
• Ensure that all health and safety and insurance details are updated and kept on site in respect of the retained contractors.
• Ensure that Health and Safety policy is complied with at all times.
• Control and monitor the keys for all common areas in the buildings and any estate serviced areas

Enquiries

• Deal with enquiries by telephone, personal visits from tenants, leaseholders, contractors, the public, or whoever may have reason to make contact.
• To respond to and manage enquiries and complaints with all stakeholders in mind, ensuring they are resolved or escalated to management, as appropriate.

Public Relations

Establishing and developing good relations and partnerships with various authorities and local agencies, notably:-

• • Local authority
  • Police
  • Fire brigade
  • Public transport providers
  • Canal & River Trust

Staff

• Working with site staff and contractors towards achievement of their goals.
• Identifying and implementing training and development programs and pursuing suitable training solutions.
• Ensure that both in house staff and contractors are smart and well presented at all times.

• To work alongside the Assistant Estates Manager, if appropriate, to ensure the smooth running of the estate and buildings
• To cover the role & responsibilities of the Assistant Estate Manager in their absence, if appropriate

Quality Assurance

• Devising a training program for all on-site staff, where required
• Adhering to all quality assurance requirements.

Skills, Knowledge and Experience

Essential

• Minimum of 3 years relevant industry experience including residential management
• NEBOSH & IOSH Health & Safety qualifications.
• Knowledge and/ or experience managing services to an agreed budget.
• Able to work on own initiative and meet tight deadlines.
• Personable and used to dealing with clients
• Excellent communication skills.
• Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of the client
• Natural problem solver
• Ability to use full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook.

Desirable

• Operational experience within the residential sector at supervisory / managerial level.
• AIRPM or MIRPM qualified
• First Aid qualifications.
• Liaison with Police, Fire and Government Enforcement office.

Role Title:

Retail Facilities Manager-South

Reporting To:

Regional Facilities Manager

Function:

Deliver facility management and overall business performance to our client portfolio.

Role Purpose:

1. To support the regional facility manager in the provision of retail facilities services including FM, security, engineering, and cleaning functions.
2. To deliver a compliant FM service to the UKs legal and regulatory standards, following the company’s guidelines, industry best practices.

Area of Accountability

Activities

% of Time

1. Health & Safety

• Assist manager in carrying out risk assessment and audits across landlords and community areas to ensure standards are maintained
• Update progress on the client’s risk management portal as required
• Support the manager in the completion of any action points arising from Risk Assessments and audits to maintain health and safety compliance.
• Assist in the maintenance of all management records including:

• • Onsite logbook,
  • Fire safety records,
  • Water Hygiene records,
  • Mechanical & electrical engineering maintenance, Risk assessments (General and Fire)
  • Asbestos survey and management plan, cleaning reports and method statements,
  • Permits to Work.
  • Maintain records for security and CCTV system to ensure compliance

• Report any major FM issues or incidents to the Regional FM and Management Surveyor and assist in recommendations to resolve in conjunction with the Health and Safety Manager.
• Report Insurance claims and dealing with the police in the case of theft or malicious damage
• Obtain information and quotations for insurance claims and provide to the Management Surveyor to progress the claim

20%

1. Service delivery/ Site Standards

• Demonstrate a pro-Active approach to maintenance and to site appearance
• Provide practical support to the Property Managers with day-to-day physical operation
• Anticipate potential problems and issues across the sites and advise manager
• Arrange and support in the completion of periodic/ad hoc repairs and maintenance work.
• Follow up any repairs/action from the periodic inspections and advise course of action required accordingly
• Ensure the there is enough keys and passes available and that the keys logs and records are correct.
• Monitor tenants lease obligations to repair, maintain, decorate etc. and make sure they comply with any Estate Regulations in operation
• Strive to deliver outstanding Customer experience on each site.
• Ensure active Customer Care i.e. reporting back to close out issues,
• Attend emergency callouts and report to surveyors and clients
• Monitor out of hours requirements and ensure adequate cover provide. Ensuring adequate cover for holidays etc. escalating as required.

15%

1. Financial Management and Administration

• Provide input into the annual budget setting to assist in establishing expenditure parameters for the year, by providing knowledge of supplier and market demands.
• Record utility bills e.g. electricity, gas, water for the site and check against meter readings
• Support the manager in reconciling accounts throughout and at the end of the financial year
• Oversee the issuing of yearly POs to cover the service agreements with contractors
• Supporting with Payments and liaise with Accounts Payable team regarding invoicing issues and encourage suppliers to follow escalation policy

10%

1. Supplier/Contract Management

• Contractor and supplier management to ensure compliance. Written contracts are understood and delivered to the agreed KPI and SLAs
• Ensure work is carried out in accordance with clients Health & Safety policy and procedures
• Ensure all contracts and service agreements serving the building are copied and saved in agreed place with Property Manager
• Agree out of hours requirements and ensure adequate cover is provided
• Ensure the Helpdesk information is correct and up to date and review reports weekly and follow up to resolve as required

10%

1. Inspections/Data Management

• Undertake periodic site inspections monthly or quarterly or as directed. Record in the onsite and electronic logbooks
• Keep accurate records and ensure they are maintained to include all current contracts pertaining to the property, last property inspection report, all statutory test certificates e.g. lifts/life safety equipment, up to date tenant schedule, copies of all risk assessments and asbestos survey and management plan. To be saved in an agreed place with Line Manager. Management Surveyor to be advised where stored

30%

1. Reporting

• Attend regular meetings with Management surveyor to prioritise action required
• Attend monthly review meetings with Regional Facilities Manager, providing H&S report
• Report on audit findings and update the risk management system as required

10%

1. Process & Systems

• Ensure that the company process and procedure are followed, and that all line managers and frontline staff comply - HR Software, Accounting Software, Helpdesk Systems
• Conduct Audits in line with QA & Environmental Procedure

5%

Role Dimensions and Key Performance Areas

Financial (e.g. limits/mandates etc.)

Non-financial (e.g. customers/staff etc)

• Manage expenditure within budget

• Oversee the service delivery on contracts
• H&S Management and identification of service requirements

Decision Making Requirements

Decisions made by individual:

• Identification of service required to achieve H&S compliance
• Escalation of risk.
• Managing routine enquiries or issues raised by management team

Decisions made in partnership with Director:

• Expenditure exceeding £5,000
• Operational decisions or complex issues which impact on the whole company or a major account
• Performance management and objective setting

Key Contacts

External

Internal

• Existing clients & Stakeholders – to establish contracts and manage relationship
• Contractors/sub-contractors
• Tenants
• Potential clients
• Consultants
• Colleagues within industry

• Directors and Regional Facilities Manager - to maintain constant communication, to fulfil the business objectives
• Facilities Managers – to manage deliverables and to keep abreast of emerging and ongoing client issues
• LOB Managers – to oversee the management of their functions, providing support and leadership
• Administration Manager – to manage deliverables, providing support and leadership

Knowledge, Skills, Qualifications, Attributes and Experience Required

• A minimum of IOSH
• Communication and interpersonal skills to negotiate and influence, internally and externally
• Financial and commercial acumen to be able work within agreed budgets
• Suitable, recent, and relevant FM experience (typically 5 years)
• A IWFM qualification (or similar) level 3 or above
• Strong knowledge of FM service delivery across all services lines
• Excellent planning and organisational skills
• Excellent verbal, written communication and presentation skills
• Strong IT skills
• Ability to manage own workload and work on own initiative
• Ability to identify risk and set plan of work
• Ability to work in, and adapt to a rapidly changing environment
• Comfortable challenging poor standards or behaviour and implementing change
• Ability to work co-operatively with others to complete tasks and implement process improvements.
• Ability and mobility to travel national to sites across the company’s portfolio, involving regular weekly travel with various daily site visits. Including occasional overnight stays

Additional Comments:

Employee Name:

Signature:

Date:

Line Manager Name:

Signature:

Date:

HR Manager Name

Signature:

Date: