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Estate Services Manager
Role Purpose
Manage the day-to-day operational activities in line with all health and safety, environmental and company procedures, legislative requirements, budgetary costs and client/tenant requirements in line with the required customer service criteria and key performance indicators. Role Specific Particulars
The Estate properties to be managed are in the Seven Dials area/West End. As with any multi-site role, properties and geographical areas do change to suit the ebb and flow of company and client requirements. Key Responsibilities
To develop and maintain a positive image of the building in its location. To be responsible/assist with the drafting, control and reporting of service charge budget and expenditure for the site(s). Daily service review with the supervisors of the cleaning, security and M&E departments to update on current issues and agree priorities for the day and week. To monitor all activities relating to the site(s), reporting and taking action as appropriate. Regular inspections of the building fabric and monthly common part inspections and follow up with tenants as required. Attend weekly FM team meetings to review progress against operational and business objectives. Attend two weekly client meetings to report on all objectives. Manage the approval of invoices on P2P invoicing system and ensure all queries are dealt with in the timeframe. Collate data as required for FM reporting. Collate quarterly security incident information and submit to the client as required. To work in conjunction with key stakeholders ensuring a maintenance and repair programme is in place. To maintain records relating to the site(s); e.g. asset register, plans, plant testing, etc., taking any action which may be required. Manage and co-ordinate the delivery of all plant insurance inspections, ensuring remedial works are completed within the specified timeframe. To liaise with tenants and deal with any operational queries they might have. Provide work permits and permission to access permits for any non-contractual and high-risk works. To attend tenants' meetings with the surveying team. To be responsible for Health and Safety compliance on site, and the maintenance of records. To liaise with local authorities as appropriate. To proactively manage risk and deal with insurance issues and claims on site. KPI monthly meetings with the cleaning contractor, reactive maintenance contractor and lift contractor. Manage the installation and ensure the maintenance of all kitchen ventilation systems alongside the client's specialist consultant. Ensure the Fire Alarm Maintenance schedule is kept up to date, accounting for any new acquisitions, disposals and fit outs. Undertake all vacant property checks and carry out duties such as flushing regimes and removing post. To manage major work programmes on site, acting as the liaison point for all parties involved. Ensure procurement is carried out in line with company policy. Any other duties as directed by your Line Manager. Person Specification/Requirements
Understand how the industry, how stakeholders function and the range of services available to clients. Understand the basics of the investment market. Constantly updating knowledge of legislation relating to property management. Develop an understanding of how to build and maintain client relationships. Develop an understanding of how to build and maintain tenant/customer relationships. Develop an understanding of how to build and maintain supplier relationships. Understanding of key issues to be noted on property inspections. Understand and use industry/specific IT applications. Understand the principles of service charges. Understand the operation of VAT and banking. Understand the principles of contract law. Be able to specify services, tender contracts and select service providers. Understand how property is constructed and how plant works. Know and be able to apply legislation and policies relating to Health and Safety. Know and be able to apply legislation and policies relating to Environmental protection. Understand insurance relating to buildings and the FSA regulations. Understand the law relating to TUPE. Understand and apply all procedures relating to work activities. Contributes to team business plan/strategy. Able to plan and manage own workload. Able to work as part of a team, supporting colleagues. Able to use IT software such as Word, Excel, and databases. Be able to communicate effectively verbally and in writing.
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Role Purpose
Manage the day-to-day operational activities in line with all health and safety, environmental and company procedures, legislative requirements, budgetary costs and client/tenant requirements in line with the required customer service criteria and key performance indicators. Role Specific Particulars
The Estate properties to be managed are in the Seven Dials area/West End. As with any multi-site role, properties and geographical areas do change to suit the ebb and flow of company and client requirements. Key Responsibilities
To develop and maintain a positive image of the building in its location. To be responsible/assist with the drafting, control and reporting of service charge budget and expenditure for the site(s). Daily service review with the supervisors of the cleaning, security and M&E departments to update on current issues and agree priorities for the day and week. To monitor all activities relating to the site(s), reporting and taking action as appropriate. Regular inspections of the building fabric and monthly common part inspections and follow up with tenants as required. Attend weekly FM team meetings to review progress against operational and business objectives. Attend two weekly client meetings to report on all objectives. Manage the approval of invoices on P2P invoicing system and ensure all queries are dealt with in the timeframe. Collate data as required for FM reporting. Collate quarterly security incident information and submit to the client as required. To work in conjunction with key stakeholders ensuring a maintenance and repair programme is in place. To maintain records relating to the site(s); e.g. asset register, plans, plant testing, etc., taking any action which may be required. Manage and co-ordinate the delivery of all plant insurance inspections, ensuring remedial works are completed within the specified timeframe. To liaise with tenants and deal with any operational queries they might have. Provide work permits and permission to access permits for any non-contractual and high-risk works. To attend tenants' meetings with the surveying team. To be responsible for Health and Safety compliance on site, and the maintenance of records. To liaise with local authorities as appropriate. To proactively manage risk and deal with insurance issues and claims on site. KPI monthly meetings with the cleaning contractor, reactive maintenance contractor and lift contractor. Manage the installation and ensure the maintenance of all kitchen ventilation systems alongside the client's specialist consultant. Ensure the Fire Alarm Maintenance schedule is kept up to date, accounting for any new acquisitions, disposals and fit outs. Undertake all vacant property checks and carry out duties such as flushing regimes and removing post. To manage major work programmes on site, acting as the liaison point for all parties involved. Ensure procurement is carried out in line with company policy. Any other duties as directed by your Line Manager. Person Specification/Requirements
Understand how the industry, how stakeholders function and the range of services available to clients. Understand the basics of the investment market. Constantly updating knowledge of legislation relating to property management. Develop an understanding of how to build and maintain client relationships. Develop an understanding of how to build and maintain tenant/customer relationships. Develop an understanding of how to build and maintain supplier relationships. Understanding of key issues to be noted on property inspections. Understand and use industry/specific IT applications. Understand the principles of service charges. Understand the operation of VAT and banking. Understand the principles of contract law. Be able to specify services, tender contracts and select service providers. Understand how property is constructed and how plant works. Know and be able to apply legislation and policies relating to Health and Safety. Know and be able to apply legislation and policies relating to Environmental protection. Understand insurance relating to buildings and the FSA regulations. Understand the law relating to TUPE. Understand and apply all procedures relating to work activities. Contributes to team business plan/strategy. Able to plan and manage own workload. Able to work as part of a team, supporting colleagues. Able to use IT software such as Word, Excel, and databases. Be able to communicate effectively verbally and in writing.
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