Estate Manager - Thorp Arch Estate, Wetherby

Purpose of the Role

The Estate Manager’s role is to ensure the overall smooth running of the buildings and estate, including the recruitment and training of site-based staff whilst maintaining a safe and pleasant environment for our customers through the monitoring of Health & Safety systems and the promotion of best practice throughout all tasks.

Key Responsibilities

• The management of the estate at Thorp Arch, Wetherby
• Undertake site checks across all common areas of the buildings and estate on a regular basis, having regard for state of repair
• Ensure compliance at all times with operational standards
• Build and maintain an effective relationship with clients
• Liaise with Clients, tenants and leaseholders to ensure compliance
• To attend/undertake regular site based client meetings to ensure the smooth day to day operation of site
• To attend/undertake regular Leaseholder/Client meetings that is usually held outside of normal working hours (time off in Lieu will be given)
• To prepare, issue and present periodic Client reports
• Undertake periodic reviews of the budget against expenditure
• Prepare service charge budgets
• Lead on Section 20 works and ensure compliance with H&S at all times;
• To lead on and undertake regular procurement/tendering exercises to strive for best value services
• Adopt a proactive and effective communication approach with clients/Leaseholders;
• Provide efficient, effective and economic building and estate related facilities management services to all managed areas of the sites development.

This includes the “Common Areas” of the estate and buildings.

• Plan and manage all works and projects on buildings, estate areas, ensuring compliance, to include liaison with service providers, developers, other professionals.
• Lead and manage the Estates team to deliver site wide services, maintaining integrity of IT based reporting systems to ensure overall management of reactive and planned maintenance, correct record keeping and efficient risk management.
• Collate and check all routine invoices and approve within agreed limits.
• Issue/approve purchase orders for both service contracts and non-routine expenditure.
• Supervise service contracts and maintaining up-to-date records of all work carried out by contractors.
• To be responsible for the management of health & safety files, operational and maintenance manuals and all information, specifications and drawings pertinent to the site, inclusive of updating and archiving.
• Manage outsourced service providers and the in-house team to ensure security, cleaning, landscaping, maintenance and repairs (fabric and mechanical and electrical) are coordinated, adhering to written service level agreements and the required specification as detailed in operational and maintenance manuals.
• Assist the site Estate Team in the management and use of CCTV systems in accordance with data protection legislation, creating links with Council ASB Enforcement and the Police.
• Manage contractor site access and permits to work for service provider contracts, proactively ensuring the maintenance of sound working relationships and tight standards of financial and contract management.
• Manage the sites waste management plan and its practical application across the whole site, inclusive of liaison with the Council and local refuse collection agencies.
• Manage the defects liability process, ensuring all defects identified are inspected, logged and resolved through the established defects procedures, recording and reporting on progress as required.
• Nurture and support more junior members within the team. Direct and inspire the junior team members, particularly around best practice;
• Safety & Security
• Ensure that the day-to-day running of the buildings and estate is effective and efficient.
• Ensure that all personnel complete duties to the highest standard and are well presented.
• Keep service areas in a clean, tidy and secure condition and control vehicular traffic in these areas.
• Ensure all accidents and near misses are recorded and attend to any serious incidents that occur.
• Control and re-order first aid kit supplies ensuring that there are sufficient staff are on site to administer first aid as and when needed.
• First point of contact for security contract outside of business hours along with keyholder for the estate office.
• Ensure that fire and health and safety regulations are adhered to in all buildings by inspection, checking the signs, advising on defects, improvements required, etc.
• Monitor and maintain Health and Safety Records in accordance with the frequency required by the site Health and Safety manual.
• Walk the public areas on a regular basis throughout the day checking on cleanliness, maintenance, landscaping etc.
• Ensure compliance with all statutory requirements and codes of practice, health and safety requirements.
• Maintain overall control of the security operations, paying particular regards to incident response and customer care.
• Liaise with tenants/Leaseholders/Client and the Police in any reported incidents on site.
• Ensure that all insurance risk control requirements and, where appropriate, recommendations, are undertaken.
• Ensure that daily checks are undertaken of the common areas of the estate and buildings and that all necessary remedial works are undertaken within a reasonable time period.

Where remedial works are required immediately, the area in question must be cordoned off and made safe for all visitors, tenants, etc.

• Ensure that all health and safety and insurance details are updated and kept on site in respect of the retained contractors.
• Ensure that Health and Safety policy is complied with at all times.
• Control and monitor the keys for all common areas in the buildings and any estate serviced areas
• Enquiries
• Deal with enquiries by telephone, personal visits from tenants, leaseholders, contractors, the public, or whoever may have reason to make contact.
• To respond to and manage enquiries and complaints with all stakeholders in mind, ensuring they are resolved or escalated to management, as appropriate.
• Public Relations

Establishing and developing good relations and partnerships with various authorities and local agencies, notably:

• Local authority
• Police
• Fire brigade
• Public transport providers
• Canal & River Trust
• Promotions/Events
• Ensure that any promotional activities and events on site are carried out with due care and attention to the health safety and welfare of staff, customers and occupiers .
• Staff
• Working with site staff and contractors towards achievement of their goals.
• Identifying and implementing training and development programs and pursuing suitable training solutions.
• Ensure that both in house staff and contractors are smart and well presented at all times.
• To cover the role & responsibilities of the Assistant Estate Manager in their absence, if appropriate
• Quality Assurance
• Devising a training program for all on-site staff, where required
• Adhering to all quality assurance requirements.

Skills, Knowledge and Experience

Essential

• Minimum of 3-4 years relevant industry experience
• Knowledge and/ or experience managing services to an agreed budget.
• Able to work on own initiative and meet tight deadlines.
• Personable and used to dealing with clients
• Excellent communication skills.
• Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of the client
• Natural problem solver
• Ability to use full range of Microsoft applications inc. Word, Excel, Power Point, Outlook.

Desirable

• Operational experience within the commercial sector at supervisory / managerial level.
• AIRPM or MIRPM qualified
• NEBOSH & IOSH Health & Safety qualifications.
• First Aid qualifications.
• Liaison with Police, Fire and Government Enforcement office.
• Working Hours - 8.30am – 5.30pm
• #LI-DNI

Please see our Benefits Booklet for more information.

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