Estate Manager

Our small Canadian-born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries. Our expansion has been rapid, but what matters most is the common belief that drives all 5,000 of our people to be a different type of real estate organization. We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose, to have a positive impact on people’s lives. In short, we are a global commercial real estate advisory firm with a simple aim: for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long-lasting social value and economic impact.

Why Work for Us:

We believe that our industry is changing, and we want our business to be a melting pot of curious minds, passionate hearts and strategic intelligence. Your gender, religion and race are all highly respected, but are less important to us than your ability to step up and change the game. We provide you with a place where you can do just that, with like-minded people. Collaboration is embedded in the way we work – our people have the autonomy to collaborate on client relationships, engage teams across the business, lead operations, work collectively on projects, participate in strategy and are ultimately responsible for our growth. Our distinctive Principal-led, privately-owned model puts us in the enviable position of being able to offer every employee the opportunity to own a share of our business and inspires and allows anyone to become a Principal. This role carries voting rights, so our people have a very real say in the future direction and operation of our business. This means that we are able to attract, engage and retain the best talent from the industry.

Responsibilities:

The Paradise Estate and associated buildings are one of Avison Young's Trophy sites in the Birmingham Region. This is premier public realm managed to a very high standard and is considered the most desired estate to work in within Birmingham. The estate consists of prime public realm, with a busy car park underneath which is restricted to estate occupiers during the working day and then open to the public outside these times. The car park is also considered a premier space which has achieved the park mark plus accreditation and houses 20 EV spaces. There is a very busy service yard that manages deliveries for the whole estate and houses the central estate bin stores which covers the waste for all buildings on the estate. The development is still being expanded and new areas of public realm will be coming on board along with additional premier mixed-use buildings.

The Estates Manager is to take overall ownership and responsibility for the management and delivery of facilities services at Paradise Estate. Specifically, H&S, technical services, soft services, building fabric, service charges, and various projects. Own, develop, and continuously review the facilities services strategy to ensure Paradise is leading the way in all aspects of delivery and working at a best in practice environment second to none. The role is also responsible for managing, developing and mentoring the on-site Team and encouraging them to deliver the highest of standards of customer service for occupiers and the client’s representatives and visitors to the estate. This is a client facing role with many stakeholders and houses high profile occupiers as well as interaction with Birmingham City Council and other key stakeholders within Birmingham.

Client Lead:

The Estate Manager is expected to be the client’s advisor of choice on all things Facilities, surrounding themselves with a pool of experts and developing a network to advise on the best practice and latest innovation in the industry. Have readily available key information and statistics to provide information on delivery of service and analysis to demonstrate continuous improvement and the highest level of delivery standards. Being able to demonstrate response times to service requests, benefits of improvement in a quantifiable manner be that financial, environmental or image enhancement.

Estates Duties:

The Estates Manager is to comprehensively manage, plan and co-ordinate the physical and environmental conditions within the estate grounds as designated. Together with the Estates team, the role is responsible for the following duties:

• Ensure all services necessary are provided for the full and effective operation of the estate in accordance with the provisions of the leases, as directed by the Management Surveying Team.
• Liaise regularly with all the building managers, keeping them informed of all works and services within the estate grounds.
• Keep updated occupier site contact lists, key holder and fire safety responsible persons list.
• Regularly inspect the estate common parts areas i.e. such as car parks corridors, fire escape routes, plant rooms, service areas, etc. Record issues and take and record actions accordingly.
• Oversee occupier fault reporting and day to day issues and utilising the designated Service Desk, monitor reactive performance levels via the compliance system ensuring that service providers achieve their contracted SLA/KPIs.
• Ensure that all insurance claims are satisfactorily handled.
• Assist the surveying team with the completion of Way leave Agreements and Licences to Alter.
• Assist the Management Surveyor in the provision of formal written reports and attend client meetings as required.
• On-going management of energy, sustainability and initiatives.
• Establish close co-operation and liaison with all local authority departments, local organisations, Business Improvement Districts and businesses and associations as are necessary in connection with the successful operation of the building.
• Oversee management of the car park that is restricted to estate occupiers during the working week days and open for public use outside these times.
• Ensure use of season tickets and the booking systems are being managed effectively and help advise on maximisation of revenue for the car park.

Contract Management:

Attend regular contractor/service provider meetings and take specific ownership for managing the contracts at Paradise Estate. Inspect site records, method statements and contracts specifications for these contracts on a regular basis. Monitor contractor performance, attendance, cost and value. Benchmarking for quality & costs and adequacy of the contract on a regular basis and in any resultant Tenders.

Health & Safety and Compliance:

Utilising the AY designated Compliance system ensuring that all safety records, statutory inspections, reports and documentation are retained and up to date at the property. Report any unsafe acts/defects to the Facilities Management and Health & Safety team immediately. All necessary documentation must be on site and complied with at all times. Fire precautions are to be monitored and adhered to at all times with all weekly fire alarm tests, emergency light tests, sprinkler valve tests and fire evacuation drills being completed at the required frequency and logged. Ensure the instruction or management of the following:

• Health and Safety Risk Assessment is undertaken annually.
• Asbestos Register and Management plan is produced, and all hazards managed as appropriate.
• Fire Risk Assessment or Audit.
• Legionella Assessment.
• On Site Logbooks.
• Fire Safety records.
• Water Hygiene records.
• Records for specific Permits to Work (PTW).
• Mechanical and Electrical Engineering maintenance records.
• Cleaning reports and method statements.
• Environmental Review.
• Landlord’s electricity consumption levels, in conjunction with the energy consultant and AY Environmental Policy.
• Undertake a regular audit of the Estate.
• Develop plans for the enhancement of the Estate, security measures and energy saving initiatives in conjunction with AY technical managers and colleagues in line with AY Environmental Policy.
• Waste management for the estate and all buildings on the estate. Responsibilities to ensure appropriate collection and rotation of bins and waste weighing strategies to recharge waste to individual tenants. Keep in line with best practice with regards to waste management ensuring maximum recycling and zero waste to landfill.

Budget Control:

Ensure instructions are issued to external advisers for the provision of five-year plans for service charge expenditure on both plant and structure where required. Determine priorities for repair, enhancement, and modification of the building services facilities and equipment in order to implement the five-year plan, in agreement with the surveying team. Approve expenditure, within given authority levels, on estate services expenditure and monitor service charge expenditure within all relevant properties. Oversee the FM/FMC in the preparation of service charge budgets which are to be considered and reviewed by the Property Manager and in line with the requirements of the RICS code of practice. Expenditure is to be monitored throughout the year to ensure that it is kept within budget for the current year.

Main Duties, Responsibilities & Accountabilities:

Other related duties as directed from time to time. Carry out other duties as directed by the Facilities Management Associate Director, the Lead Surveying Director or other senior management associated with the Paradise Management Team. Provide assistance, support and cover as required across the wider AY Facilities Team.

Qualifications:

• Minimum 5 years industry experience, operating at similar level of responsibility.
• IOSH qualification.
• NEBOSH Estates Certificate.
• Membership of IWFM or other recognised professional body.
• Customer and Client focused.
• A good understanding of Electrical and Mechanical systems and operation.
• A good understanding and minimum 5 years working knowledge of the RICS Code of Practice for Service Charges in Commercial Properties.
• Clear leadership and management qualities.
• Project and CDM Management.

Equal Opportunities:

At Avison Young, we’ve always put people at the heart of what we do. In the last few years, we’ve increased the diversity at our board, leadership and Principal levels. Avison Young stands out for our commitment to empowering women. In addition to increasing the number of women on our board and in our leadership ranks, our internal Women’s Network of more than 500 members come together for networking and learning, and advise the business on strategies for promoting access, opportunity and inclusion in our industry. Our global DEI steering committee shapes our strategy to continue to increase industry access for underrepresented groups and accelerating initiatives led by our employee resource groups, including our Women’s Network, Black Professionals and LGBTQ+ groups. In addition to leading global initiatives, the steering committee’s work examines our policies and practices, creating accountability for results and communicating progress to our executive leadership, our clients and our communities. Our culture is underpinned by our approach to diversity, inclusion, and well-being. We are committed to building an inclusive culture that empowers all our employees to thrive, reflects all backgrounds and talents, allows individuals to be successful and feel a sense of belonging, and fosters a workplace that is supported, inclusive and has a strong sense of community between colleagues. Avison Young is an equal opportunity employer and is committed to treating all its employees and job applicants equitably. This includes implementing deliberate strategies that advance underrepresented communities in commercial real estate careers. As a Disability Confident Employer, we are committed to removing any obstacles to inclusion. If you need any adjustments to support your application or any part of the recruitment process, such as information in alternative formats or special requirements to access our buildings, or you are eligible under the Disability Confident Scheme please contact us at careers.uk@avisonyoung.com and we will do everything we can to help. We are committed to inclusion in our hiring processes, and we want to give everyone a chance to show what they can bring to our organisation. If you are not sure that you have all the skills in the person specification, please still apply. We value passion and potential in our employees, so it would be great to hear from you and why you would suit this position. Some of our roles may be remote and some roles may be specific to our offices, but you will need to confirm you have the right to work in the UK.