Estate Manager

Job Description

Key Responsibilities:

Property Management:

Oversee the day-to-day operations of estate properties, and manage Estate Operatives, ensuring they are well-maintained and presented.

Prepare and produce detailed inspection reports and compile letters highlighting condition of properties and works to be carried out by landlord, managing agents and/or tenants, in accordance with respective lease obligations.

Dealing with insurance and latent defect insurance claims.

Conduct inspections to assess maintenance needs, health and safety compliance and overall condition of the properties.

Organise H&S, Fire and any other Risk Assessments, review and implement follow up works.

Handle tenant inquiries, complaints and requests promptly and professionally, striving to maintain high levels of tenant satisfaction.

Coordinate and manage property repairs, renovations and maintenance activities, ensuring timely completion and cost-effectiveness.

Maintain accurate and up-to-date property records, including lease agreements, rental payments and maintenance history.

Attend client meetings and lead annual client visits.

Prepare and analyse service charge budgets.

Implement and oversee rent reviews and increases process.

Tenant Relations:

Act as primary point of contact for tenants, address their concerns and resolving any issues that may arise.

Attend with the Property Manager AGMs to answer queries concerning maintenance and repairs.

Financial Management

Manage Estate maintenance budgets, ensuring cost-effective operations while maintaining high standards.

Review and approve contractor invoices, and manage financial transactions related to the properties.

Collaborate with the accounts team to ensure that all transactions are accurately processed, to prepare financial and management reports and analysis relating to the properties for the owners.

Ensure that all meter readings are completed in a timely manner and all costs apportioned accurately.

Compliance and Regulation

Remain up to date with Jersey housing legislation, regulations and standards and ensure properties comply with legislation.

Ensure properties meet the health and safety requirements.

Understand and adhere to company policies and procedures, including AML and GDPR obligations and undertake regular in-house training.

Remain vigilant and report any regulatory suspicions including AML and GDPR breaches in a timely manner to the MLRO.

Internal Responsibilities

Maintain a pro-active approach to identifying new and progressing existing business opportunities.

Support the business with identifying high risks to the business in a timely manner.

Strive to work effectively and efficiently, minimising operational costs where possible.

Carry out any tasks that may be reasonably required to improve management of properties.

Undertake any other reasonable tasks in line with skills and knowledge for this position.

Qualifications and experience:

Experience of the management and administration of co-ownership companies and associations is desirable but not essential

Experience of dealing with repairs and maintenance

Demonstrable experience in using MS Office365

Solid understanding of risk management relating to properties

Valid driving licence