Assistant Estate Manager

Foundation Recruitment

As the Assistant Estate Manager, you will play a pivotal role in supporting the Estate & Technical Services Managers in ensuring the smooth day-to-day operations of the estate. This includes maintaining positive relationships with occupiers, overseeing health & safety, managing budgets, assisting with service specifications, and ensuring all compliance and administrative functions are carried out to the highest standard.

Key Responsibilities:

• Client Relations: Support the Estate & Technical Services Managers in developing and maintaining good client relationships, ensuring open communication with occupier representatives regarding building issues.
• Compliance & Records Management: Assist in ensuring compliance with Property Management processes, maintaining up-to-date records, and supporting audits.
• Budget & Service Charge Management: Help procure costs and assist in managing the service charge budget, working alongside the team to maintain financial accuracy and transparency.
• Health & Safety: Support the enforcement of health & safety procedures, ensuring that emergency plans and safe working practices are followed. Take charge during emergency situations in the absence of the Estate Manager.
• Building Inspections: Assist with physical inspections of completed works, service contracts, and the overall condition of the estate, reporting issues and ensuring quality control.
• Administrative Support: Lead on administrative duties and assist in routine correspondence to ensure the efficient running of the building management office.
• Service Contracts & Documentation: Help in drafting and reviewing service specifications, contracts, and related documents in line with company guidelines.
• Invoice & Accounts Processing: Assist in tracking service invoices, processing payments, and contributing to the production of management accounts.
• Helpdesk & Permit Requests: Manage and review helpdesk queries and permit requests, ensuring prompt and efficient responses.

The Right Candidate Will Have:

• Strong administration skills and attention to detail
• Property/Facilities Management experience
• Knowledge of health & safety regulations and best practices
• Budget management experience, with a focus on service charge budgets
• Experience in specification and contract management
• Helpdesk (CAFM) System experience is desirable
• Proficiency in basic IT skills, including Microsoft Office Suite
• A proactive attitude with excellent communication skills to work with a wide range of stakeholders
• Ability to take initiative and ownership of key tasks and projects
• A professional approach, with a desire to uphold high standards in service delivery
• IOSH is desirable but not essential – They can train you up.

This is an exciting opportunity to join a well-established and respected team, overseeing a prime central London estate. If you are passionate about property management and ready to take your career to the next level, we would love to hear from you.