Estate Manager
Function of the Post
The Estate Manager is responsible for proper maintenance, appearance, stock, cleaning, security, heating, health and safety and smooth running of the building and facilities. The Estate Manager will take whatever steps are necessary to see that these functions are carried out in conjunction with the managing agents and/or Directors of the Management Company.
Key responsibilities:
To be the main operational contact with the Managing Agent and to ensure that the following duties are carried out effectively -
Line management responsibilities
*Oversight of day to day security, cleaning, operations and maintenance
*Line management of all porters, cleaners, concierge, on-site painter and decorator including annual appraisals.
*Ensuring appropriate cover is provided for absent staff
*When necessary, standing in at the site office area when the concierge is away from the area or unexpectedly absent
*Oversight of the duty rota and work programmes of staff, including holiday periods and sick leave
Premises
*Day to day responsibility for the supervision of the site and premises, ensuring that the building and the facilities are well maintained and cleaned. To make a daily inspection of the building and facilities and arranging for work to be done as necessary
*To ensure the proper cleaning of the building and facilities
*To ensure residents’ storage, and contractors’ storage, in the common parts and car park are in compliance with the storage procedures and Health & Safety regulations
*In consultation with the Managing Agent, ensure a properly planned maintenance of the common parts of the buildings and their contents, and to ensure swift repair of the same when necessary within agreed deadlines.
*In liaison with the Managing Agent provide detailed plans of those works which are to be carried out on a regular basis.
Residents
*Ensure residents are treated in a respectful, helpful and efficient manner.
*Complaints from Residents must be dealt with immediately and all possible assistance must be given.
*Note must be taken as to who is responsible under the leases regarding any internal faults within flats.
*The Managing Agent must immediately be informed of any complaints from Residents. Where the complaint can be resolved on site, the appropriate action should be taken to reach a resolution and this should also be notified to the Managing Agent
Contractors
*To ensure access is provided for maintenance and other contractors engaged to carry out work within the building and facilities
*To be the principal site supervisor of contracting staff, ensuring that they are fully briefed on health and safety issues and general building policy. To monitor contracting staff’s work and behaviour, to be the primary contact with contractors ensuring that any error or omission is speedily remedied
*To monitor all contracts with the Managing Agent/Directors.
Budgets, Repairs and Stock
*Within the responsibilities and budgets delegated by the Managing Agent/Directors, to undertake all appropriate administration work, including ordering, preparation of estimates and regular stock-taking of any materials required on site to ensure site staff can undertake their required duties
Security and Health & Safety
*To have responsibility for all Health & Safety matters relating to premises and contractors
*To be the first point of contact in conjunction with other staff on duty for visitors, telephone callers, postal and other deliveries
*To maintain the security of the premises and contents, being alert to any potential threats to the security of the building and facilities, ensuring regular patrols are undertaken and security cameras and alarms are properly maintained and used. To be familiar with fire related procedures and to take part in regular checks of fire escapes, alarms and fire extinguishers on each floor and in facilities
*To be principal key holder and to ensure that access to keys is given only to authorised people
*To be responsible to the Managing Agent/Directors for maintaining the site and the building in a safe and healthy condition, ensuring proper maintenance of all fire and other safety equipment and proper storage and use of any possible harmful or toxic materials. To include at least monthly fire alarm checks
Furniture and Equipment (in office, common parts etc)
*To maintain an up to date inventory
*To undertake annual stock check
*To move furniture and equipment as required and within agreed time limits
*To ensure daily checks of toilet and kitchen facilities for cleanliness and replacement of essential stock
General
*To participate in meetings including board meetings and Residents’ Association meetings and events as required
*Undertake in-service Training as required
Any other reasonable duties as requested by the Managing Agent/Directors