Estate Manager

Our Client specialises in the ongoing management of large residential developments, including the effective administration of £20m of client service charge budgets. Purpose The Estate Manager is a pivotal role within our Clients company. You will be responsible for co- ordinating all the resources (internal & external) to effectively manage a portfolio of residential estates and deliver outstanding service to customers. The role has 3 key parts: controlling the financial aspects of an estate (preparing budgets, monitoring expenditure), implementing the planned & reactive maintenance programme and communicating with key stakeholders (chairing meetings and writing letters/reports). Critical Success Requirements These are the key competencies a successful candidate will demonstrate: Financial & management competency - The ability to understand, analyse and interpret financial information (eg. budgets) to ensure they are managing clients’ service charge effectively and prudently against an estate’s current requirements (including legislative obligations) and future needs. Drafting budgets, monitoring expenditure and reporting to Directors are key parts of an Estate Manager’s role. Successful implementation: thorough & accountable - A desire and willingness to systematically and diligently do what needs to be done to ensure key milestones are achieved on time & on budget. To manage valuable assets effectively, everything must be in order and obligations fulfilled. You will need to actively understand and control what needs to be done. Being accountable is about taking personal responsibility to deliver on your promises, reacting quickly when the situation demands and resolving issues to completion. Customer service mentality & strong communication skills - They exist because of their customers. An Estate Manager is the custodian of customer relationships. The challenge is to earn customers’ trust and confidence through actions. A key part of this is the timely and accurate provision of information. Correspondence needs to be first rate and you will need to be able to chair large meetings, and if the occasion arises, resolve a dispute diplomatically. Business maturity - The ability to think and act professionally. You must be able to gather information, interpret it and solve complex problems or make logical decisions which have the greatest positive impact. Once a decision has been made, you will have the ability to develop the plan to enact it and implement accordingly. Responsibilities In all areas, ensure that company policies and procedures are consistently applied to required standards. Outcome 1: The key milestones & KPIs are achieved Milestone Management: You will ensure the cyclical tasks and reactive works are accomplished on- time (within the specified timescales), liaising with all internal departments as required. KPI achievement: Monitor and achieve Key Performance Indicator targets (Topics such as Arrears, Quality Audits). Action Plan: Maintain an up-to-date Plan of Action, ensuring all items actioned and tracked to resolution. Reporting: Report to the General Manager and Directors on a regular basis, covering all matters relating to each estate. Outcome 2: The Financial aspects of the estates are effectively managed Budgets: Prepare, review and implement annual budgets for each estate (in accordance with company procedures), ensuring the budget is approved and demands are issued on time. Expenditure Control: Generate purchase orders and authorise payment of all invoices for works associated with the service charge for each estate. Monitoring: Undertake regular income & expenditure reviews (monthly/quarterly) of expenditure versus budget to ensure the financial health of each estate. Identify any financial issues (arrears, cash-flow) and implement corrective measures where required. Reporting: Prepare regular reporting (monthly/quarterly) on the key management and financial aspects of your estates to Directors/Freeholders. Annual Accounts: Ensure the annual accounts (prepared by the Accounts team) are accurate and completed on time. Prepare necessary commentary where appropriate. Outcome 3: The Maintenance aspects of the estates are effectively managed Planned Maintenance Schedule: Ensure a comprehensive Planned Maintenance Schedule is in place for each estate and reviewed annually. Ensure all planned jobs are completed on time and contracts are tendered appropriately. Site Inspections: Conduct regular planned site visits (per agreed schedule) to ensure standards are upheld. File Inspection Reports appropriately and ensure any actions are successfully addressed. Reactive Works: Handle reported maintenance issues in a timely and effective manner (following internal procedures), communicating with affected parties appropriately. Contractors: Manage the approval and appointment of all Contractors. Lease: Be fully conversant with the head lease - the rules, regulations and obligations - and manage accordingly. Insurance: Ensure the insurance cover is up-to-date and appropriate for each property/estate. Insurance Claims: Ensure all insurance claims are handled promptly and reconciled appropriately. Work Assessment: Approve and assess all planned and regular maintenance work. Site Information & Asset Register: Ensure our database is always kept fully up to date . Compile/maintain an asset register for all estates. Health & Safety: Ensure that health & safety legislation, policies and recommendations are always adhered to. Ensure appropriate Health & Safety reports are maintained and actioned appropriately for each estate. Major Works: Ensure each estate has an effective major works programme (and necessary Reserve Fund) to comply with the lease and maintain the condition of the estate. Review annually and successfully manage the major works programme (in conjunction with Building Surveyor).