Purpose of the Role
Based on the Hyde Park Estate, the Estate Manager will be required to manage ’The Water Gardens’ Residential Development. The primary duties of the role are to oversee all operational matters, ranging from service charge management to health & safety compliance, in addition to ensuring exceptional customer service throughout.
Key Responsibilities
Overview
The Estate Manager is ultimately responsible for the management, maintenance, and compliance of the property. This includes, but is not limited to, the following duties:
*Ensure the entire property/development, including the underground car park and a service road that runs under the Water Gardens, is maintained and compliant with health and safety standards, statutory and non-statutory regulations.
*Maintain a welcoming and professional atmosphere throughout these relevant properties, providing assistance to residents, guests, and the public, while ensuring duties to the residents as a whole are prioritised.
*To maintain a high level of professionalism and continually deliver service to exceed client satisfaction levels
*Carry out any additional duties as directed by your Line Manager.
Maintenance & Repairs
*Log and report any incidence of disrepair by using the appropriate procedure/tool at your disposal. This should include all building defects, plumbing, heating, and lighting in the common parts. Where such defects are considered an emergency, they should be reported immediately and follow the emergency procedures as approved.
*Raising job orders related to reactive works on the relevant systems.
*Responsible for the cleanliness and comfort of the reception area and common parts at all times.
*Obtaining Client instructions on works that go over a certain cost threshold
Insurance Claims
*Manage insurance claims relating to escape of water, including notifying building insurers and liaising with the insurance administrator to ensure claims are processed and resolved promptly, while also handling other insurance-related matters as required.
Operations & Staff
*Working collaboratively with the Front of House / Operations Manager (who oversees multiple developments across the Hyde Park Estate) in undertaking performance reviews and assisting generally with the ongoing management of site staff.
*To report back to your line manager and Front of House / Operations Manager outlining any issues that may occur in relation to staff or the site.
*Assistance with deterring unlawful subletting at the development and keeping a record of flats that have obtained licences to sublet vs those that have not.
Service Charge Management
*Review and approve service partner invoices, ensuring accuracy and compliance with agreed terms before processing for payment.
*Take a lead role in the preparation of the new service charge year budgets and the year-end accounts, with the support of the Property Management Team and Accounts Team.
*Undertake periodic expenditure review exercises and budget vs actuals reporting, which may also need to be communicated to the Client and Residents’ Association as and when necessary.
*Attend the appropriate meetings with the client and/or The Residents’ Association. Minutes or Action Points will need to be produced and circulated as required.
Customer Service
*Responsible for the welcoming atmosphere throughout the property.
*To assist residents at all times together with their guests and visitors when and where required. It should be remembered that the duty is to the residents as a whole and any assistance given to any individual should not distract from duties required to the whole.
*To always be courteous, polite, and positive to residents, guests, suppliers, and the public in general.
Health & Safety
To manage the process of ensuring the safety and security of the blocks at all times, including but not limited to:
*To carry out regular building checks
*To ensure that all contractors service books and health and safety logs are kept up to date
*Risk Assessment remedial works
*Report and monitor health and safety issues and ensure a full safe working practice.
*Security/access control systems are monitored appropriately.
*Taking prompt and appropriate action to deal with any defects or loss of service to any life safety or critical systems in line with current procedures.
*Follow, implement, and maintain any procedure, process and/or control measures identified in the Health & Safety management system or risk assessments.
*Assist with implementing any additional works or management controls as identified in the risk assessment action plans.
*Ensure any incident, accident or near-miss is reported to the FM and H&S teams immediately, details are accurately recorded and assist with any subsequent investigation.
*To ensure the building’s procedures are continually updated to ensure adequate cover can be given in the absence of the Building Manager.
*Ensure that all Health Safety and Environmental issues are managed in line with procedures and any electronic Health and Safety management system. This includes operating a permit to work process for communal works. To ensure all paperwork relating to health and safety is update and compliant.
*To be responsible for all matters of a health and safety nature relating to the buildings. This includes assessing training needs, maintenance of logbooks, accident reporting procedures, compliance with COSHH regulations and contractor permit to work procedures. To keep up to date with current and new Health and Safety legislation.
*Maintain accurate records and reports on the H&S compliance online system at 95% and above.
*Ensure contractors keep accurate and up-to-date records in Record for Buildings and verify that all actions are completed and closed within the system’s specified time frames, supported by sufficient evidence of completion.
*To monitor the presence of contractors around the building and supervise their activities to ensure minimum disturbance to residents. This monitoring to be done in accordance with the agreed procedure.
*They have the correct authority to be on site and have been made aware of all site rules before commencing work.Works are carried out safely and in adherence to safety procedures on-