Estates Manager in London

About Toynbee Hall

Based in the East End of London since 1884, Toynbee Hall is a charity working alongside people facing poverty, injustice, and inequality to build a fairer East London. We provide vital advice and support, working in partnership to tackle unfairness and ensure everyone has an equal chance to thrive.

Scope of role

The role supports the delivery of Estates, Facilities and Health & Safety services through the effective management of outsourced service providers. The postholder acts as the primary operational contact for contractors and consultants, ensuring services are delivered safely, efficiently and in accordance with agreed service levels.

Responsibilities

Estates and Health & Safety

• Act as the principal operational contact for the organisation's property management company and specialist estates contractors.
• Coordinate and monitor the organisation's operational Health & Safety arrangements, working with H&S consultants, property managers and colleagues to ensure risk assessments are completed, actions are followed up and relevant training is planned and delivered.
• Maintain an appropriate Health & Safety compliance framework and records, escalating significant risks, overdue actions and areas of non-compliance to the Director of Finance & Operations

Front of House

• Manage the day-to-day relationship with the outsourced front of house and security provider.
• Resolve operational issues and escalate contractor performance concerns where necessary.
• Work with the Events & Venue Manager to ensure front of house services meet operational and event requirements.

Cleaning

• Manage the day-to-day relationship with the outsourced cleaning contractor.
• Monitor cleaning performance against agreed service levels, specifications and KPIs.

Projects

• Manage refurbishment and workplace improvement initiatives.
• Monitor budgets, risks and delivery.
• Report progress to the Director of Finance & Operations.

General

• Build and maintain effective working relationships across the organisation.
• Undertake other reasonable duties consistent with the scope and seniority of the role to support continuity of operations.

Procurement and Contract Management

• Support tender exercises and contractor mobilisation where required.
• Obtain quotations and undertake supplier evaluations.
• Maintain a contract register and monitor renewal dates.

Business Continuity

• Support the maintenance and testing of business continuity arrangements relating to estates, facilities and operational resilience, including infrastructure supporting IT connectivity.

Personal Attributes

• Highly organised with excellent attention to detail.
• Able to build positive relationships with colleagues and contractors.

Person Specification

Essential Criteria

• Experience coordinating operational or facilities-related projects.
• Experience of managing outsourced contractors and service providers, including monitoring performance against agreed standards and addressing performance issues.
• Confident user of Microsoft 365, particularly Teams, SharePoint, Excel and Outlook.

Desirable criteria

• Project management qualifications.
• Good working knowledge of workplace Health & Safety and property compliance requirements, with the ability to maintain compliance records, coordinate risk assessments and follow through identified actions.
• Keen interest in cyber security and motivation to learn about risks, controls, and security frameworks.

Qualifications

• IOSH Managing Safely or equivalent (Essential)
• Facilities Management qualification (e.g. IWFM, RICS Certificate or equivalent) (Desirable)

Our Benefits Package

We believe in supporting our employees with a well-rounded benefits package designed to enhance work-life balance, financial security, and overall well-being.

Annual Leave

• 25 days of annual leave, plus 3 additional days for our Christmas shutdown (on top of bank holidays).
• After 2 years: +3 extra days of leave.
• After 3 years: +1 additional day.
• After 5 years: A total of 30 days annual leave, plus the 3-day Christmas shutdown.

Pension

• Standard Life Pension Scheme – Employer contribution: 4%, Employee contribution: 5%

Additional Perks & Support

• Enhanced Sick Pay for peace of mind during illness
• Enhanced Maternity & Paternity Leave to support growing families
• Employee Eyecare Vouchers to support your vision health
• Employee Assistance Programme for free, confidential advice and support
• Mental Health First Aid to ensure workplace well-being
• Tenancy Deposit Scheme to help secure your home
• Interest-Free Season Ticket Loan for cost-effective commuting
• Cycle to Work Scheme to promote a healthier, greener way to travel
• Charity Mentoring Network to support professional development and networking
• Westfield Healthcare Cash Plan
• Perk Box

Please download the full Job Description for more details.