Building Manager - Portsmouth, PO1

Building Manager – Portsmouth, PO1

Encore – Portsmouth, England, United Kingdom

We’re looking for an experienced Building Manager to oversee the smooth operation of a high end residential development based in Portsmouth, ensuring a high-quality living environment for residents while maintaining the property to the highest standards.

Location

Portsmouth, PO1

Hours

Monday to Friday, 8:30am-5pm (5 days a week on site)

The Role

The Building Manager is responsible for the effective day-to-day management of the development, with a strong emphasis on proactive, transparent communication with residents through the online portal.

As the Building Manager, you will take direct responsibility for the smooth running of the development, with a particular focus on:

• Running and maintaining all aspects of the property through our Dwellant system, ensuring records are accurate and up to date.
• Communicating proactively with residents through the online portal, ensuring they are fully informed of building matters.
• Managing and supporting site-based staff to deliver a high standard of service.
• Overseeing planned and reactive maintenance, including contractor management and clear resident updates.
• Carrying out regular inspections to ensure communal areas are safe, compliant, and well presented.

Building Management

• Conduct regular inspections of communal areas using our inspection software, ensuring cleanliness, functionality, and safety and instructing repair works where needed and utilising the Maintenance Operative where you can to save on unnecessary callouts to third‑party contractors.
• Manage contractors, approve and assess maintenance work, ensure compliance with safety protocols, and check invoices for accuracy ahead of Estate Manager approval.
• Coordinate planned maintenance, ensuring timely execution to the required standards.
• Prepare a quarterly planned maintenance update with the Estate Manager for the Client, to accompany quarterly financial reporting.
• Manage stock levels for day‑to‑day items and facilitate meter readings for communal utilities, as outlined in the Scope of Services.
• Ensure that the Scope of Services is up to date and appropriate for the site, making amendments where needed.
• Oversee system tests carried out by on‑site staff, including emergency lighting, fire alarms, and lift emergency lines, firefighting lifts to ensure compliance.
• Monitor parking compliance and address related issues.
• Provide input for budgets, including a full tender process for each contract annually, with recommendations reported to the Estate Manager.
• Provide input for residents’ meetings, ensure the monthly directors’ meeting tracker is updated ahead of meetings, and maintain clear communication with directors.

Maintenance & Repairs

• Request quotes and issue work orders within delegated authority.
• Where works fall outside of your authority to instruct, obtain a minimum of two estimates for Estate Manager review and approval, raising the works order once approved.
• Follow up on emergency repairs carried out out-of-hours, seeing them through to completion and keeping relevant residents updated throughout.
• Review all contractor documentation ahead of works, including RAMS and Public Liability Insurance. Where works pose a significant risk or are substantial, ensure all documents are reviewed by the Health & Safety team via the Dwellant system before instruction.
• Arrange and follow up on reactive and planned maintenance to ensure works are carried out within appropriate timescales.
• Oversee minor repairs (e.g., replacing bulbs, adjusting doors, small tasks) completed by the maintenance operative, ensuring a C‑Site report is produced for each set of repairs.
• Coordinate and follow up on emergency repairs, ensuring residents are updated via the portal.
• During major works, minimise disruption to residents by managing contractors effectively and providing regular updates via the portal.
• Ensure that all hazards from fire risk assessments and general risk assessments are input into the Dwellant system, actioning and closing out items where possible, and escalating unresolved issues to the Estate Manager.
• Where appropriate, log, manage, and complete insurance claims in a timely manner, maintaining regular communication with leaseholders involved in the claim.

Resident Services

• Communicate clearly with residents through the portal, providing timely updates on building matters.
• Ensure all noticeboards across the site display the most current information.
• Ensure efficient management of front‑of‑house staff in relation to parcel and key handling.
• Ensure on‑site staff welcome new residents, introduce house rules, and provide a visible presence within the development.
• Assist with handling formal complaints, providing background information to the Estate Manager where needed.

Team Management

• Lead, mentor, and support on‑site staff, ensuring they have the tools and training to excel, including conducting regular appraisals.
• Manage staff rotas, holidays, and appraisals to maximise team efficiency.
• Enforce policies and procedures, ensuring consistency and compliance.
• Lead on candidate interviews with assistance from the Operations Manager and Estate Manager.

What You’ll Bring

Experience

• Proven experience managing prestigious residential developments or developments of a similar size and scope.
• Strong leadership skills, with previous experience managing, mentoring, and developing a team.
• Contractor management expertise, including assessing and approving works.
• Financial management experience, including reviewing site budgets and ensuring work remains within budget.

Qualifications

• Either working towards or holding an IWFM, TPI, or equivalent property/facilities management qualification.

Skills

• Exceptional time management and task prioritisation, supported by an organised Outlook diary and Scope of Services.
• Outstanding communication skills, both written and verbal, including experience presenting via Teams or similar virtual platforms.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Confident in using resident portal systems and digital reporting tools (Dwellant experience preferred).
• Previous experience with Qube property management software (preferred).

Behaviours

• Accountability: Take ownership of all aspects of the site.
• Attention to Detail: Passionate about delivering excellence in every aspect.
• Commitment: Proud to make a difference and go above and beyond.
• Positivity: Embrace challenges with a can‑do attitude.
• Curiosity: Continuously learn, question, and seek improvement.

Seniority level

• Not Applicable

Employment type

• Full‑time

Job function

• Management, Project Management, and Customer Service

Additional Information

• Referrals increase your chances of interviewing at Encore by 2x.