Job Title: Estates Manager
Reports to: Operations Director
Role Purpose: Lead the operational team on managing day to day activities in line with all health and safety, environmental and company procedures, legislative requirements, budgetary costs and Client/tenant requirements in line with the required customer service criteria and key performance indicators.
? Preparation, control, and monitoring of the service charge budget in accordance with the Client’s budgetary agreement and the time scales set by the business. This includes making a recommendation on external and internal redecorations.
? To prepare management reports in accordance with the needs of the business.
? Attend two weekly Client meeting and report on all projects and objectives.
? Identify and implement opportunities to enable the Estate to provide a superior service to occupiers e.g. consistent and visible level of occupier liaison.
? To be responsible for all health and safety compliance. This includes ensuring that all health and safety audits, fire and other evacuations are carried out on a regular basis in accordance with the laid down requirements, the emergency plan and related site maps are continually updated and that Meridian (Health and Safety tool) is regularly updated etc.
? To work with the Client and lead the CBRE Carnaby team on implementing an ISO45001 framework.
? To proactively manage risk and deal with insurance compliance onsite with regards to both public and statutory bodies as applicable.
? Maintain, and review as necessary, the Estate Disaster Recovery and Major Incident Management Plan, ensuring occupiers and team are fully briefed on evacuation and emergency procedures and, in the event of a major incident occurring, to comply with relevant internal procedures.
? To assist with the compilation of external contracts in conjunction with the Procurement Department. This includes ensuring all procurement needs are carried out in line with company policy.
? To compile and maintain all required management information and records relating to the Estate. This includes asset registers, emergency plans, plant testing, etc.
? To liaise with local authorities and stakeholders as appropriate.
? Daily review of the Purchase to Pay invoicing system to ensure all invoices are being coded and approved by the team in a timely manner.
? Any other duties as in accordance with the needs of the business.
? Manage the strategic implementation of the CSR and ESOS initiatives to ensure objectives are met.
? Work with the Client Carnaby Marketing team in managing events on the estate across the year.
Customer Service and Quality
? To ensure the fabric of the buildings both externally and internally is maintained and serviced to a high standard in accordance with the management contract and agreed budgets. This includes ensuring the agreed planned maintenance programme is carried out in accordance with the laid sown timetables and monitoring FM works on site including the required liaison with service providers and/or contractors.
? To further development and maintain excellent occupier relationships, ensuring that they receive the highest standards of service in relation to their operational needs and attend tenant meetings. Attend the regular tenant meetings.
? Meet all new occupiers as they take occupation on the estate to introduce CBRE and the site team, answer any questions, and discuss general site rules.
? To oversee and regularly review the work carried out by contractors to ensure the required standards are achieved and maintained in accordance with the contractual agreement. Responsible for managing the security contract, M&E contract and refuse contract.
? Meet Quarterly with the other internal and external Estate Managers (or equivalent) to enable the Client to align service delivery and share best practice.
? Meet Monthly with other CBRE Estate Managers to align service delivery and share best practice.
? Host weekly FM team meetings to review progress against operational and business objectives.
? Attend a weekly meeting with the Surveying Director and FM AD to discuss progress on projects and to provide a more detailed update.
? Direct line management responsibility of on-site CBRE PM/FM employees. This includes ensuring that all employees are trained in accordance with the requirements of their role.
? Carrying out regular performance reviews including annual appraisals and the setting of objectives.
? Ensure all appraisals are carried out in accordance with the required standard and company time table. This includes the setting and reviewing of SMART “value added” objectives and regular performance reviews.
? Coach the team to enable them to maximise their performance and be empowered to take ownership for decision making.
? Educated to degree level or equivalent
? Previous experience of Facilities Management of a portfolio of properties, ideally in retail environment. This includes Line Management responsibility for Company personnel and contractors and management of service agreements.
? Knowledge of the technical aspect of premises management.
? Excellent customer service, interpersonal and communication skills.
? Experience of delivering financial tasks across a large volume or properties.
? Proven ability to understand and interpret the local market environment and formulate business development plans accordingly.
? Ability to work with a broad spectrum of internal and external contacts.
? Good awareness of Health and Safety legislation and knowledge of environmental protection requirements.
? IT literate together with an understanding and experience of industry specific IT applications.
? Ability to work on own initiative and within a pressurised environment.
? IOSH or NEBOSH, preferred.
? IWFM/IFMA qualification desirable.
? People Management
? Analytical Thinking
? Commercial Awareness
? Customer Focused
? Decision Making
? Planning and Organising
? Results Focused
? Team Working
We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.
The Company reserves the right to review and update the duties and responsibilities of your job role, appropriately, in line with the needs of the business.