Estate Services Manager - London

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.,

• 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 appropriat
• 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 clients 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, 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