Estate Manager

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

To undertake the efficient and effective management of a high end luxury residential estate to ensure the highest levels of service deliverance are provided on the estate 24/7 within the annual service charge budget.

Main Duties:

 Financial

•  Draft and build annual service charge budgets to ensure agreed service levels are met.
•  Collaborate with accounts to calculate void charges for unsold estate areas and provide advice.
• Prepare future reserve fund requirements based on a Planned Preventative Maintenance (PPM) program.
• Conduct annual tenders for third-party contractors in line with Capital and Counties procurement policy.
• Ensure timely completion of contracts with third-party contractors and operators.
• Finalise service charge budgets promptly to enable timely invoicing under lease terms.
• Manage service charge budget expenditure throughout the year.
• Oversee service charge debt management.

Operational

• To ensure that all work is carried out in accordance with RICS code of conduct, ARMA, IRPM and any other governing bodies within the industry.
• To regularly review and update site Rules and Regulations when necessary
• Conduct regular staff meetings with the site team.
• Ensure customer complaints are dealt with efficiently and via the company complaints procedure.
• To hold a minimum of 4 resident meetings and 2 leaseholder meetings a year
• To ensure clear communications are sent out to residents on a regular basis
• Ensure the Estate and associated buildings are compliant with all relevant legislation to protect, residents, contractors, staff, freeholder and other third parties. Working with appointed advisors and consultants to achieve compliance as required.
• Interpret the terms of the lease and work within its terms at all times.
• Ensure that licenses and consents for assignments, sub-lets and alterations are administered correctly.
• Ensure that lessees/their tenants are notified of lease breaches and appropriate action is taken.
• Ensure the Helpdesk service is fully functional and providing the appropriate service to residents/owners.
• Ensure Welcome Packs are regularly updated and sent to all residents and owners
• Work with the landlord to ensure adequate insurance cover for the development on an annual basis
• Ensure insurance claims are notified to insurance brokers, tracked and are promptly followed up.
• Enforce Health and Safety policies and approved contractors policies are maintained at all times, in consultation with the relevant H & S consultants.
• Ensure all consultation procedures are followed, liaising with consultants as necessary.
• Have a working knowledge of the software systems in use (Agresso, Horizon, Mind and Body & resi-sense)
• Carry out regular site inspections with Assistant Estate Manager & Duty Managers to ensure the highest standards are maintained and that site maintenance and cleaning standards is being proactively dealt with.
• To ensure the duties of all the staff are carried out to their specific job descriptions and contracts of employment’s to a satisfactory standard and ensure any vacancies are filled quickly to avoid and limit disruption to the service provided
• To ensure the correct behaviour of all staff and to report any misconduct directly to their direct employer.
• Supervise and provide line management support for site staff
• To implement the relevant training of all staff, ensuring inductions carried out for all new starters.
• To authorise all staff rotas, to ensure that all shifts are adequately covered together with holiday and sickness cover.
• To ensure all cleaning to the communal areas and Clubhouse areas is being carried out in accordance with the required standards.
• Manage the approved supply chain ensuring any planned works are approved in advance with necessary RAMS and work permits.
• Approval of invoices within the service charge budget
• Provide LPE1s to solicitors as requested within five working days.
• Attend meetings as required
• To provide board papers, written and verbal reports and presentations as required.

If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply and register your interest! You can also sign up to our job alerts when registering which will notify you when other suitable vacancies are available.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.