Estate Officer

To assist the Head of Service and Estates Manager in the effective management of the Councils General Fund land and property estate comprising a diverse portfolio including retail industrial community and office assets. The postholder will provide professional estate management and administrative support managing a defined caseload of properties and ensuring services are delivered efficiently in accordance with Council policies and relevant professional standards.

Main Duties and Responsibilities

Estate Management

• Assist in the day-to-day management of the Councils General Fund land and property estate in accordance with Council policies specifically the Scheme of Delegation.
  

• Manage a personal caseload of properties undertaking lease renewals rent reviews licence agreements insurance recharges new lettings and lease terminations.
  

• Deliver an efficient and high-quality estate management service in a timely manner applying RICS principles where appropriate.
  

• Develop and maintain effective landlord and tenant relationships ensuring clear appropriate and timely communication with tenants.
  

Lettings Marketing and Inspections

• Manage the marketing negotiation and completion of new lettings for vacant units within the portfolio.
  

• Undertake property inspections viewings and marketing activities as required.
  

• Where necessary instruct and manage external consultants for more complex property lettings.
  

• Undertake and maintain a regular and evidenced programme of inspections of land and buildings for a variety of purposes.
  

Property Administration and Finance

• Manage property administration relating to tenant rent accounts including raising rent invoices setting up and terminating tenant accounts and resolving rent arrears.
  

• Administer service charge accounts for retail and industrial assets including:
  

  • Preparing annual service charge budgets and reconciliations
    

  • Producing schedules and cost reports
    

  • Liaising with tenants
    

  • Raising invoices and credit notes
    

  • Ensuring property accounts are accurate and up to date
    

  • Presenting service charge information to the Estates Manager for review and approval
    

• Assist with the annual asset valuation process for financial accounting purposes liaising with auditors and external valuers and providing supporting information as required.
  

Communication and Liaison

• Develop and maintain effective working relationships with internal Council departments including Legal Services Finance Business Support Business Rates Housing and Economic Development to support a coordinated and corporate approach to estate management.
  

• Manage the property generic inbox maintaining accurate records and coordinating timely responses to enquiries.
  

• Respond to general enquiries regarding the Councils property estate from internal departments and external parties providing professional property advice where appropriate.
  

Reports Access and Third Parties

• Deal with requests from third parties and utility providers for access to Council-owned land and property negotiating terms and putting appropriate agreements in place where required.
  

• Undertake investigations into property-related matters and assist in the preparation of draft reports for delegated decisions and submission to Cabinet.
  

General

• Carry out any other duties commensurate with the scope and grading of the post as required by the line manager or Head of Service.
  

• Maintain high standards of service delivery and comply with all Council policies including equality and diversity health and safety and data protection requirements.
  

• Participate in training and development activities necessary for the effective performance of the role.
  

Requirements

Qualifications & Knowledge

• GCSEs (or equivalent) in English and Maths at Grade C/4 or above.
  

• Working knowledge of property management estates administration or a related local authority or commercial environment.
  

• Understanding of landlord and tenant matters including leases licences rent reviews and service charges.
  

• Knowledge of local authority governance policies and procedures including delegated decision-making.
  

Experience

• Experience of working in a property estates housing legal or asset management environment.
  

• Experience of managing or supporting the management of a property portfolio or caseload.
  

• Experience of property-related administration including rent invoicing account management and dealing with arrears.
  

• Experience of liaising with a range of stakeholders including tenants internal departments and external consultants.
  

Skills & Abilities

• Ability to manage a varied workload prioritise tasks and meet deadlines.
  

• Strong written and verbal communication skills with the ability to communicate clearly and professionally with a wide range of audiences.
  

• Good organisational and administrative skills with attention to detail and accuracy.
  

• Ability to build and maintain effective landlord and tenant relationships.
  

• Confident in dealing with enquiries and providing professional advice within own area of responsibility.
  

• IT literate with experience of using property databases financial systems and Microsoft Office applications.
  

Other Requirements

• Ability to undertake site inspections including visiting a variety of land and property assets.
  

• Willingness and ability to work outside normal office hours when required.
  

• Full driving licence and ability to meet the requirements of a Designated Car User.