Estate / Facilities Manager

Estate Manager based on a pedestrianised road just off Sloane Square, a mixture of retail, leisure, and commercial units.

• 8:00am to 5:00pm Monday to Friday and other hours required from time to time.
• Time off in lieu provided for alternate Saturday or Sunday mornings.
• £60k - £65k
• 25 days holiday
• Pension
• Private Healthcare

Role Purpose:

• The day-to-day management, pedestrianised section of Road and the complex of surrounding buildings. Managing and leading the on-site operational teams to provide the highest levels of service to all stakeholders.
• Ensuring a high quality and safe environment throughout all areas of the complex.
• Responsible To: Senior Property Manager Staff on site: Contract security officers & cleaning staff

KEY RESPONSIBILITIES

Site Operations

• Communicating and engaging with tenants, site staff, contractors and consultants to continuously improve the efficiency, quality, and value of the complex.
• Ensuring health & safety, property rules/regulations and operational requirements are clearly communicated, understood, and followed.
• Promote environmental sustainability by engagement, audits, workshops, and incentives. Manage and reduce energy and waste in line with 2030 organisational objective. Continuously evaluate and adjust a program for reduced energy consumption, high levels of recycling and reduced general waste.
• Maintain the highest level of cleaning, security and maintenance quality standards throughout the complex.
• Tracking, measuring and reporting on all relevant site operations. Consider and recommend improvements.
• Supporting the Cadogan Management teams when required.

Financial & Professional

• Assist the Senior Property Manager to meet deadlines for the delivery of completed budgets and the issuing certified accounts.
• Creating service charge and non-recoverable budgets for the complex in accordance with industry best practice. Monitoring and controlling all expenditure.
• Preparing and issuing certified accounts and reports. Current combined service charge and non-recoverable budget £1.8 million.
• Benchmark service charge levels to ensure best value for the occupiers.
• Resolving tenant and accounts team queries that may arise related to expenditure, including the service charge.
• Providing detailed reports for any insurance claims, remedial works or improvements.
• Processing invoices, administration, coordinating with the accounts team for supplier accounts, and contractor/consultant financial management.

Technical

• Ensuring soft and hard services contracts (security, Technical & Facilities Operations cleaning, safety, mechanical & electrical) are delivered to the highest standards.
• Conducting regular contractor service level reviews and undertaking contract re-tendering as required.
• Ensuring robust CCTV and data management - collating, securing and reporting.
• Coordinating and monitoring all new and existing tenant matters, including tenant maintenance, fit-outs or alterations.

Health & Safety

• Ensuring health and safety, fire safety, and compliance are always kept to the highest standards and in line with organisational and contract management strategies.
• Maintaining and keeping up to date the nominated health & safety software system (QUOODA) to ensure compliance and achieve the highest levels of compliance.
• Completing annual health & safety and fire risk assessments on time and resolve any resulting actions promptly. Ensuring compliance with statutory health and safety and insurance requirements for contractors.
• Customer Service

• Ensuring high standards of presentation, quality and visual appearance throughout the complex.
• Responding promptly to queries or complaints, addressing these constructively, reporting, feeding back and always striving for timely resolutions.
• Managing the on-site team to deliver excellent standards of customer service that can be measured by satisfaction surveys.

People

• Maintaining close contact with the senior property manager, facilities manager and other property managers, supervisors, colleagues, and all stakeholders.
• Leading, encouraging, and motivating the on-site team, ensuring appropriate training for maximum effectiveness.

General

• Ensuring flexibility and availability for meetings, issues, and events - including those occasionally occurring outside normal working hours if required.
• To assist with the organisation and planning of events as required.
• Ensuring organisational objectives and policies are clearly communicated, understood, and followed.
• Any other duties as in accordance with the needs of the business.

Person Specification/Requirements

• Previous experience of working within a facilities environment at least 2 years at a supervisory or management level.
• Proven ability to create, communicate and deliver an experience that is based on service and quality.
• Excellent customer service, interpersonal and communication skills.
• Practical and relevant competence in compliance and legislation, including Health and Safety legislation sustainability and environmental requirements.
• An ability to balance attention to detail whilst ensuring progress and meeting all deadlines.
• A minimum of IOSH Managing Safely Qualified, NEBOSH General Certificate preferred.
• Excellent planning and organisational skills. Ability to work under pressure and rely on your own initiative when needed.
• IT literate (experience of industry specific IT applications desired)