Estate Manager

IWFM; Greater London; Hybrid; GBP 55,000 - 60,000; Full time

Job summary

IWFM is seeking an experienced Estate Manager for a luxury residential estate in South West London. The role runs Monday to Friday, 8:30am–5pm, with on-call duties 24/7. You will oversee a 10-person team, manage budgets, and liaise with the managing agent to ensure high standards of service and safety.

The successful candidate will drive preventive maintenance, prepare monthly reports, and maintain contract and safety compliance across the development.

Responsibilities

• To assume overall responsibility for the smooth running of the development in all respects and to supervise staff.
• Be on call in the event of an emergency 24 hours per day.
• Manage the daybook with staff to record significant events and issues.
• Ensure security is maintained, taking appropriate action in crises (fire, floor, intruders).
• Liaise with the managing agent, keeping them informed about events impacting the building.
• Provide a written building report to the Managing Agents every week.
• Walk the development daily to monitor condition and performance.
• Supervise cleaning standards by porters and on-site staff to maintain high standards.
• Formulate a property handbook detailing contracts, emergency contacts and contractor roles.
• Ensure staff handle telephone enquiries efficiently and log messages.
• Coordinate reactive and planned maintenance with the Managing Agent and document defects in writing.
• Provide strategic recommendations on asset protection, risk management and service delivery improvements.
• Oversee major works projects, capex programmes and preventative maintenance with focus on quality and cost.
• Assist in preparing annual Estate Budgets and monthly management reports.
• Manage a team of 10 full-time staff, including scheduling, supervision and performance reviews.
• Ensure adequate cover for cleaning and porterage, using contract staff as necessary.
• Maintain staff records, reporting, logging procedures and CCTV system training.
• Monitor contractor presence and supervise activities to minimise resident disturbance.
• Enforce standards on visiting contractors per estate rules and health & safety regs.
• Maintain central records and documentation for the estate.

Job description

Our Client are looking for an experienced Estate Manager to join their team at a luxury residential estate in South West London.

Working Monday to Friday, hours are 8:30am – 5pm.

Salary is GBP55,000 – GBP60,000 annually depending on experience

Duties include:

• To assume overall responsibility for the smooth running of the development in all respects and to supervise staff. Reporting back to the Board, Managing Agent, Client or Residents where required.
• As Estate Manager you are expected to be on call in the event of an emergency 24 hours per day.
• To manage the daybook where (with the assistance of the staff) all significant events and issues which arise at the building are recorded.
• To ensure security is maintained at the building. To take responsibility in a crisis, (e.g. fire, floor, intruders) and take appropriate action.
• To work closely in co–operation with the managing agent, keeping them well informed about events and issues which affect the building. To provide a written building report to the Managing Agents every week.
• To walk the development including all buildings daily.
• In general, the post holder is expected to be flexible and undertake duties as required by the Managing Agents or the Client.
• To supervise the standard of cleaning undertaken by the porters and on–site staff to ensure the building's high standard are maintained as set out in the Cleaning and Building Manuals.
• To formulate a property handbook to enable all staff to respond to queries of residents or other parties. The handbook will provide details of all contracts, emergency contact number and the numbers of specific contractors who work on the block. In addition, it would document the location and function of mechanical & engineering throughout the building.
• To ensure that the staff deal with all general telephone enquiries and messages logged, effectively and efficiently.
• Liaise with the Managing Agent regarding any reactive or planned preventative maintenance requirements at the Building advising details of defects in writing where appropriate.
• Provide strategic recommendations to clients regarding asset protection, risk management and service delivery improvements.
• Oversee major works projects, capital expenditure programmes and planned preventative maintenance schedules with a focus on quality performance and value for money.
• Contribute to the preparation of annual Estate Budgets.
• Prepare monthly management reports and attend client and board meetings.
• To professionally manage a team of 10 full time staff. This includes the allocation of duties, creation and updating of work schedules and job descriptions, support and supervision as required, and conduct of performance reviews.
• To ensure that sufficient cover for both cleaning and porterage or services is provided at all times, using contract staff as necessary.
• To maintain an effective managerial relationship with staff, ensuring that they remain highly motivated and that their work continues to reach required standard. A staffing report is to be produced monthly.
• To ensure that all staff are familiar with the reporting and logging procedures at the building and that they follow the procedures in the building manual when recording and reporting incidents/accidents.
• To set an example for other staff members by being courteous and helpful to all residents as well as to residents' staff and guests and to contractors employed by the residents of the building.
• To ensure that all staff are trained to a sufficient standard in order that they can operate the CCTV system effectively.
• To maintain records of all overtime and sickness of all staff and submit the relevant forms to the managing agents as necessary.
• To monitor the log, kept by the staff which records the signing in and out of all contractors and service personnel in attendance at the building. Ensure that the staff issue the correct visitors permits.
• To hold regular team meetings to ensure consistent communication and promote team engagement.
• To monitor the presence of workmen around the building and supervise their activities to ensure minimum disturbance to residents. Daily records to be kept and report to managing agents once a month.
• To enforce appropriate standards on visiting contractors (estate or leaseholder engaged) according to the LFA provisions, estate handbook rules and health and safety regulations.
• Monitor contractors working on site. Check work before they leave site and ensure they remove all waste with them.
• To deal with administrative matters relating to management of the building and staff.
• Ensure effective management of estate–wide records, policies and operational documentation.
• To be responsible for the management of a petty cash fund.
• To maintain records of central stores for the building (light bulbs, cleaning supplies, key blanks, etc) in a well–organised way, ensuring that an appropriate quantity are always available at reasonable costs.
• To maintain folder of building records, including hard copies of all up to date testing and maintenance records, floor plans, fire strategies etc
• Monitor resident satisfaction and implement service improvement initiatives.
• Manage relationships with key stakeholders and act as escalation point for complex resident issues.
• Maintain professional and courteous relationships with leaseholders and residents.
• The Estate Manager is expected to be flexible and undertake reasonable additional duties as required by the managing agent, the resident management companies or the freeholder.
• To report any defect, or health and safety concern, following legislation and company procedures.
• Whilst on duty you should be of tidy personal appearance and wearing the uniform and identification badge provided.
• Behave professionally at all times towards staff, suppliers, residents and leaseholders