Purpose of the Role
The Assistant Estate Manager is responsible to deliver exemplar operational and planning expertise within all aspects of the mixed-use estate at Kings Cross
Brilliant basics are essential, ensuring consistency of delivery across all estate functions and operational work streams. Accurate reporting and time management are fundamental to the role to ensure successful delivery of the business objectives and KX purpose.
Innovation is key, making best use of best-in-class processes, technology, and empowering service partners and the KCES team to ensure we operate effectively across the estate
Driving and delivering a collaborative, inspiring and engaging working ethos to ensure a one team approach aligned to the clients objectives.
The Assistant Estate manager will work with and support the Head of Estate, Senior Estate Manager and the wider operations/estate team in the delivering and managing the logistics and operational elements of a busy dynamic and fast-moving estate.
Key Responsibilities
- Ensure that strong lines of communication are developed with all stakeholders – client, asset managers, residential managing agents, occupiers, contractors, customers, local groups, council, neighbour’s
- Management and coordination of financial housekeeping processes, service charge variance reporting, purchase order and purchase-to-pay systems
- Assist, plan and manage operational capital investment works and projects on estate (public realm), ensuring compliance, to include liaison with key stakeholders, contractors, and impacted customers
- Manage and facilitate outsourced service providers and the in-house teams to ensure security, cleaning, landscaping, maintenance, and repairs (fabric and mechanical and electrical) are coordinated, adhering to written service level agreements and the required specification as detailed in operational and maintenance manuals.
- Completion of site inspection and audits reporting on service partner SLA’s and monthly KPI’s
- Ensure that the estate is maintained to an appropriate standard and within agreed annual budgets
- Attend all meetings as is required by the Managing Agent / HoD / Senior Estates manager
- Manage contractor site access and permits to work for service provider contracts, proactively ensuring the maintenance of sound working relationships and tight standards of financial and contract management.
- Implement all operational systems and act as a custodian to ensure that all aspects of the relevant SMR procedures are up to date and complied with in line with Savills operational procedures, standards, and systems manual
- Develop and maintain a professional understanding and close working relationship with appropriate occupier representatives and encourage frequent and open communication and flow of information on relevant estate issues.
- Ensure that Health & Safety, emergency procedures and safe working practices are maintained and conform to current legislation, ensuring occupiers, visitors and SMR staff are provided with a safe environment in which to conduct their core business and leisure activities.
- Ensure all aspects of estate staff training, development and general welfare requirements are identified and formally reviewed in accordance with company policies.
- Assist in pro-actively procuring, following the company tender guidelines, contracted property management services, ensuring the requisite standards for the management and delivery of such services are upheld through regular structured monitoring, auditing through inspections and direct liaison with service partner
- Chair/participant in weekly operational briefings/meeting/performance arenas
- P2P system facilitator and administrator
- Management of service partner portals and operating systems
- Data analytics, performance report delivery and client KPI/PMA adherence
- On site stake holder liaison and estate operational communications (Client, residential, retail, UAL and canal community)
- Incident reporting and investigation
- Compliance and Data station reporting
- Liaise with all relevant departments to ensure the smooth operation of events, Health & Safety, Security, Estates Team, and Fabric tasks.
- Any other task that assists the administration, and operational management on the estate and as seen appropriate by the HoE
Skills, Knowledge and Experience
The Assistance Estate Manager must have previous experience managing work streams on similar mix use estates, and fulfil the criteria listed above.
Specific skills and knowledge include but are not limited to :
Excellent leaderships skills, team working with a flexible approach to work
Excellent IT skills, including Excel, Power Point, Word, etc.
Be adaptable and a strong team player
Excellent written and communication skills
Strong organisational skills
Meticulous attention to detail
Excellent stakeholder engagement skills
Strong contract management and service partner performance experience
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation.
Working Hours - 9.00am-5.30pm
Please see our Benefits Booklet for more information.
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