Job Description

Job Purpose

Reporting to the Company Accountant (and in his absence the Board of Directors), the Estate Manager is responsible for the maintenance and good working order of the Estate, so as to provide an appropriate safe, secure and attractive environment for residents and staff.

The postholder will be responsible for prioritising daily work within the Estate, managing time effectively and is accountable for decisions taken within delegated authority.

Main duties & Responsibilities

1. Safety & Security

1.1 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.

1.2 To ensure that the specific required risk assessments or inspections (Fire Risk Assessment, Quantitative Tree Risk Assessment, Lifts etc) are carried out promptly, the results recorded and shared with the Board of Directors

1.3 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

1.4 As necessary, from time to time, issue relevant notices drawing the attention of staff and residents to specific Health & Safety issues

1.5 To report to the Company Accountant (and in his absence the Board of Directors) without delay any accident resulting in injury to any employee of the Company or any other person

1.6 Supervise and deal promptly with any breakdowns in the lifts or other services.

1.7 Deal promptly with any defects and/or damage observed or reported

1.8 Respond to fire alarm at all times when on site.

1.9 Act as a first aider on site and insure first aid kit is adequately stocked at all times.

1.10 Advise Company Accountant when not in residence so that alternative emergency arrangements can be made.

1.11 Oversee the working of security cameras around the estate.

2.

Supervision of Staff

2.1 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

2.2 Line Manage and monitor the gardening team to ensure that the highest standards of maintenance, tidiness and display are sustained

2.3 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

2.4 Ensure the daily collection of rubbish from each stairwell

2.5 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

2.6 Maintain confidentiality of Directors meetings, discussions, staff personnel matters, residents personal information and any other confidential matters of which the Estate Manager becomes aware

2.7 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

2.8 Makes the Company Accountant aware of any staff work performance, timekeeping and absence issues so that appropriate action can be taken

3.

Liaison & Monitoring with External Contractors

3.1 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.

3.2 Give access to maintenance contractors and monitor and ensure safe working practices eg permits to work, hot works, safety barriers

3.3 Monitor and ensure the quality of work being done

3.4 Be aware of contractors working on residents' flats to ensure against misuse of lifts and the terms of the lease are followed.

4.

Administration

4.1 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

4.2 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

4.3 Deal with any complaint from Residents, except where such complaints should be referred to the Board

4.4 Prepare, with the Managing Accountant, detailed proposals for expenditure on maintenance, cleaning & gardening for inclusion in the annual budget

4.5 Attend and report to the monthly Board Meetings, book the venue and attend the Company Annual General Meeting

4.6 Assist the Board in the recruitment of Company staff and assist in the preparation of appropriate job descriptions

5.

General Duties

5.1 'Hands on' gardening and maintenance assistance, as necessary eg leaf clearing and rubbish collection

5.2 Give assistance to residents in case of emergencies

5.3 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

Job Type: Full-time

Pay: 32,000.00-37,000.00 per year

Benefits:

On-site parking
Application question(s):

At least 3 years of administration experience ideally in a facilities management role e.g managing a block of flats or buildings & grounds
Work Location: In person

Reference ID: The Forresters Eastcote
Expected start date: 01/10/2025