Assistant Estate Manager

In this role you will be responsible for two sites and an Estate comprising over 1 million sq ft of retail space. This role is integral to the effective delivery of Estate Soft services requiring strong administrative support to ensure smooth and efficient operations. You will conduct daily site rounds and audits with a hands-on approach.

You will have a strong background in Health & Safety management (IOSH) soft services contractor management and the administration of service charge accounts. You will work with platforms such as Eloog Vantify and RiskWise/Meridian within a supportive team that values collaboration. The role offers excellent progression exposure to a wide variety of work and projects and significant opportunities for learning and development.

Health and safety:

• Carry out site walk-arounds focusing on H&S fabric or maintenance issues and ensuring they are logged on the CAFM system and complete in a timely manner.
• Ensuring all compliance tasks are complete on time and report any non-compliance issues are reported to the estate manager.
• Managing data on eLogbooks to ensure that all service providers are adhering to compliance standards and all documentation is provided and UpToDate.
• Review Risk Assessment and Method Statement and ensure they are up to date and reviewed on a regular basis.
• Support the Estates manager with site audits / risk assessments and ensure all actions are addressed record and closed in a timely manner.

Operations:

• Complete daily walks to make sure the stie operations are operating as required.
• Support the Estate manager with the day-to-day soft services operations overseeing the onsite 3rd party contractors carrying out the Cleaning Landscaping waste services etc.
• Managing contractors on site ensuring they are working in line with their RAMs and with site regulations.
• Creating a positive working space by having regular team meetings speaking with on-site teams on a day-to-day basis.
• Ensuring we have enough staff on the ground level day-to-day to ensure smooth operation each day.
• Engage with all ESG Initiatives across the site in accordance with the sites net zero plan.

CAFM system administration tasks:

• Checking eLogbooks CAFM system ensure correct paperwork is located and Job sheet is accurate and detailed. and any remedials actions are closed in a timely manner.
• Sending out KPIs each month on time to service providers such as security cleaning and M&E
• Ensuring risk wise and eLogbooks date are synchronised to ensure compliance reporting is accurate.
• Download request and manage compliance report to the sites shared drive upload to relevant other CAFM systems Locale & Risk wise.
• Updating tenants compliance library with up-to-date reports and ensure that any remedials are in progress/completed to prepare for questions.
• Managing on-site CAFM system (Locale) ensuring working for all and handling any tech questions and raising with technical team with any issues).

Contract Management:

• Support the Estates manager with contractor KPIs meetings taking minutes and notes for next meetings and creating actions for contractors when appropriate.
• Speaking with contractors on a regular basis.
• Ensuring contractors are abiding to site rules and keeping within compliance regulations.
• Reacting to any reactive works appropriately timely and effectively to avoid complaints and ensure everywhere is safe.

Finances:

• Processing invoices through a system ensuring the values are correct by cross referencing service charge budgets budget schedules jobs have been completed fully with job reports and evidence to support and having regular meetings with Estates Manager.
• Support the Estate manager with the cost tracking and looking for efficiency where possible.

Tenants engagement

• Speak liaise and getting a positive reputation with tenants on regular basis to ensure they are satisfied with everything in the building.
• Creating attending and note/minute taking of tenant meetings.
• Creating assisting and supporting events alongside customer relations team.

Other

• Supporting Estate Manager with anything that is inline with the current objectives and projected objectives for the site and Colliers.
• Ensuring high standards for prospective new tenants and agents on site
• Picking up any projects given by senior management team and Estates Manager
• Creating and implementing new policies and procedures when required
• Admin duties include creating spreadsheets printing copying and creating documents.
• Encouraging ESG projects.

Qualifications :

• Experience in soft services or facilities management within a managing agent environment
• Contractor management across a range of areas including cleaning security and concierge landscaping and health & safety services
• Effective communication skills and stakeholder management
• Strong understanding of compliance documentation and statutory requirements
• Experience with Eloog Vantify and RiskWise/Meridian is desirable
• Exposure to service charge budgets and schedules is advantageous but not essential
• Excellent administration and organisational skills. 

Additional Information :

Please tell us what would help you take part and give enough practical detail for us to arrange it. We will handle your request confidentially and it will not affect how you are assessed. We make reasonable adjustments in line with the Equality Act 2010.

At Colliers we empower people to perform at their best. As a Disability Confident Employer we want every candidate to feel welcome. If anything would help you take part in our process such as extra time or rest breaks step-free access or a different interview format please tell us in your application. You are not expected to share a diagnosis or medical history.

Colliers is proud to be an equal opportunities employer. We do not discriminate on the basis of age; disability; gender; gender reassignment; marriage and civil partnership; pregnancy and maternity; race (including colour nationality and ethnic or national origins); religion or belief; sex; or sexual orientation. We also value diverse experience and neurodiversity.

We are not engaging with recruitment agencies at this time. Unsolicited CVs will not be considered and treated as gifts.

Remote Work :

No

Employment Type :

Full-time