Estate Officer

3 Month Contract With A Local Authority

To assist the Head of Service and Estates Manager in the effective management of the Council’s General Fund land and property estate, comprising a diverse portfolio including retail, industrial, community, and office assets. The postholder will provide professional estate management and administrative support, managing a defined caseload of properties and ensuring services are delivered efficiently, in accordance with Council policies and relevant professional standards.

Main Duties and Responsibilities

• Estate Management
  • Assist in the day-to-day management of the Council’s General Fund land and property estate in accordance with Council policies, specifically the Scheme of Delegation.
  • Manage a personal caseload of properties, undertaking lease renewals, rent reviews, licence agreements, insurance recharges, new lettings, and lease terminations.
  • Deliver an efficient and high-quality estate management service in a timely manner, applying RICS principles where appropriate.
  • Develop and maintain effective landlord and tenant relationships, ensuring clear, appropriate, and timely communication with tenants.
• Lettings, Marketing and Inspections
  • Manage the marketing, negotiation, and completion of new lettings for vacant units within the portfolio.
  • Undertake property inspections, viewings, and marketing activities as required.
  • Where necessary, instruct and manage external consultants for more complex property lettings.
  • Undertake and maintain a regular and evidenced programme of inspections of land and buildings for a variety of purposes.
• Property Administration and Finance
  • Manage property administration relating to tenant rent accounts, including raising rent invoices, setting up and terminating tenant accounts, and resolving rent arrears.
  • Administer service charge accounts for retail and industrial assets, including:
    • Preparing annual service charge budgets and reconciliations
    • Producing schedules and cost reports
    • Liaising with tenants
    • Raising invoices and credit notes
    • Ensuring property accounts are accurate and up to date
    • Presenting service charge information to the Estates Manager for review and approval
  • Assist with the annual asset valuation process for financial accounting purposes, liaising with auditors and external valuers and providing supporting information as required.
• Communication and Liaison
  • Develop and maintain effective working relationships with internal Council departments, including Legal Services, Finance, Business Support, Business Rates, Housing, and Economic Development, to support a coordinated and corporate approach to estate management.
  • Manage the property generic inbox, maintaining accurate records and coordinating timely responses to enquiries.
  • Respond to general enquiries regarding the Council’s property estate from internal departments and external parties, providing professional property advice where appropriate.
• Reports, Access and Third Parties
  • Deal with requests from third parties and utility providers for access to Council-owned land and property, negotiating terms and putting appropriate agreements in place where required.
  • Undertake investigations into property-related matters and assist in the preparation of draft reports for delegated decisions and submission to Cabinet.
• General
  • Carry out any other duties commensurate with the scope and grading of the post as required by the line manager or Head of Service.
  • Maintain high standards of service delivery and comply with all Council policies, including equality and diversity, health and safety, and data protection requirements.
  • Participate in training and development activities necessary for the effective performance of the role.

Requirements

• Qualifications & Knowledge
  • GCSEs (or equivalent) in English and Maths at Grade C/4 or above.
  • Working knowledge of property management, estates administration, or a related local authority or commercial environment.
  • Understanding of landlord and tenant matters, including leases, licences, rent reviews, and service charges.
  • Knowledge of local authority governance, policies, and procedures, including delegated decision-making.
• Experience
  • Experience of working in a property, estates, housing, legal, or asset management environment.
  • Experience of managing or supporting the management of a property portfolio or caseload.
  • Experience of property-related administration, including rent invoicing, account management, and dealing with arrears.
  • Experience of liaising with a range of stakeholders, including tenants, internal departments, and external consultants.
• Skills & Abilities
  • Ability to manage a varied workload, prioritise tasks, and meet deadlines.
  • Strong written and verbal communication skills, with the ability to communicate clearly and professionally with a wide range of audiences.
  • Good organisational and administrative skills, with attention to detail and accuracy.
  • Ability to build and maintain effective landlord and tenant relationships.
  • Confident in dealing with enquiries and providing professional advice within own area of responsibility.
  • IT literate, with experience of using property databases, financial systems, and Microsoft Office applications.
• Other Requirements
  • Ability to undertake site inspections, including visiting a variety of land and property assets.
  • Willingness and ability to work outside normal office hours when required.
  • Full driving licence and ability to meet the requirements of a Designated Car User.

Additional Requirements

• Bi-Weekly Payments
• 35 working hours per week