Assistant Estate Manager

JLL; Leinster; On-site; EUR 42,000 - 65,000; Full time

Job summary

JLL in South Dublin invites applications for an Assistant Estate Manager role overseeing a premier retail park. You will support property operations, manage tenant services, and ensure compliance and sustainability initiatives.

The role emphasizes budgeting, maintenance coordination, site inspections, and delivering a high level of customer service. Strong IT and MS Office skills are essential, with experience in building management advantageous.

Qualifications

• Strong analytical and administrative abilities.
• Excellent organizational skills and attention to detail.
• Effective communicator with interpersonal skills.
• Can-do attitude and collaborative team player.
• Self-motivated with initiative to drive tasks.
• Proven ability to meet targets and deadlines.
• Ability to manage multiple tasks under regular deadlines.
• MS Office proficiency and general IT skills.

Responsibilities

• Monitor operational costs against approved budgets.
• Coordinate maintenance works via purchase order system.
• Review works and approve invoices in Yardi.
• Manage maintenance programmes and asset registers.
• Conduct site inspections and maintain documentation.
• Maintain strong tenant relations and customer service.
• Support ESG initiatives and compliance reporting.
• Prepare client reports and minutes of meetings.

Skills

Analytical skills

Administrative skills

Organizational skills

Communication

Team collaboration

Initiative

Deadline management

MS Office

IT skills

Job description

Position Title: Assistant Estate Manager

Location: Leading retail park in South Dublin, Ireland

About The Opportunity

Join our team in an exciting role managing a premier retail park in South Dublin. We're seeking a motivated professional with a strong building management background to support the delivery of exceptional property operations and tenant services.

Financial Management

• Monitor all operational costs against approved budgets
• Work with senior team members to prepare annual budgets
• Review quarterly and year-end expenditure with the Estate Manager

Property Operations

• Coordinate planned and reactive maintenance works by engaging contractors through our purchase order system
• Review completed works and approve invoices via Yardi Property Management System
• Manage planned preventative maintenance programmes and maintain asset registers
• Oversee cyclical maintenance certifications and ensure timely uploading of compliance reports
• Conduct regular site inspections and maintain comprehensive documentation

Tenant Relations & Customer Service

• Act as a visible client ambassador, building strong relationships with tenants
• Liaise regularly with tenants regarding day-to-day property operations
• Provide responsive customer service to all management office enquiries
• Implement the retail park strategy with a focus on creating a customer-centric culture

Compliance & Risk Management

• Implement and manage Health and Safety and insurance requirements
• Ensure compliance with all statutory H&S requirements and manage site services risk
• Liaise with insurance brokers to resolve queries and manage claims
• Manage the Site Access Control database

Sustainability & ESG

• Implement and manage Environmental, Social and Governance (ESG) initiatives
• Pursue enhanced sustainability strategies across the property
• Upload and maintain key property data on the designated ESG platform

Administrative Support

• Provide comprehensive administrative and operational support to the Estate Manager
• Prepare reports for clients and senior team members
• Take accurate meeting minutes
• Supervise contractors and develop KPIs and SLAs
• Drive proactive estate administration and enhancement activities

Person Specification

Essential Qualities

• Strong analytical and administrative abilities
• Excellent organizational skills and attention to detail
• Effective communicator with strong interpersonal skills
• Can-do attitude and collaborative team player
• Self-motivated with strong initiative
• Proven capability for achieving targets and meeting deadlines
• Ability to manage multiple tasks and handle regular deadlines efficiently

Technical Skills

• Strong Microsoft Office knowledge and proficiency
• Excellent IT skills

Experience

• Property or Facility Management experience desirable but not essential
• Background in building management highly advantageous

This is a fantastic opportunity to develop your career in property management while working with a leading retail destination in South Dublin.