Assistant Estate Manager

Description

• Manage any remedial works as necessary
• Reacting to any reactive works appropriately, timely, and effectively to avoid complaints, and ensure everywhere is safe.
• Processing invoices through an online management system ensuring the values are correct by cross referencing service charge budgets and budget schedules and confirming that jobs have been completed fully by checking job reports and evidence to support, and having regular meetings with EM.
• Tenant liaison. Support tenants as necessary with queries and building issues.
• Regularly reviewing and updating Riskwise H&S CAFM system
• Assist EM and site security with permit system
• Ensuring all compliance tasks are complete on time and report any non-compliance issues to the EM.
• Support the EM with contractor KPI’s meetings, taking minutes and notes for next meetings and creating actions for contractors, when appropriate.
• Creating, attending and note/minute taking at tenant meetings.
• Admin duties include, creating spreadsheets, printing, copying, and creating documents.
• Creating and implementing new policies and procedures when required
• Checking Vantify CAFM system, ensure the paperwork is available and accurate
• Assist with every aspect of contractor management
• Creating, assisting, and supporting events alongside customer experience team.
• Support the EM with the cost tracking and looking for efficiency where possible.
• Attend relevant meetings
• Managing contractors on site, ensuring they are working in line with their RAMs and with site regulations.
• Speak, liaise and establish a positive relationship with tenants by liaising on regular basis to ensure they are satisfied.
• Assisting EM and FM with compiling client reports
• Assisting EM and CX with Equiem/ Aire Park app – content and functionality
• Assisting with any projects as requested by senior management team and EM or the client
• Engage with all ESG Initiatives across the site in accordance with the sites net zero plan.
• Support the Estate Manager with site audits / risk assessments
• Managing data on Riskwise and Vantify in respect of all aspects of H&S
• Supporting EM and wider site team with anything that is in line with the current objectives and projected objectives for the site, and Colliers.
• Ensure contractor RAMS are up to date and fit for purpose
• Ensuring high standards for prospective new tenants and agents on site
• Download, request and manage compliance report to the sites shared drive, upload to relevant other CAFM systems – Equiem & Risk wise.
• Creating a positive working space, speaking with on-site teams on a day-to-day basis.
• Assisting the EM and the Property Manager draft the service charge budget and year end reconciliation, as well as quarterly variance reviews
• Ensuring we have enough staff cover on the ground level day-to-day to ensure smooth operations.
• Preparing Client KPI reports each month on time in respect of security, cleaning, and M&E contractors
• Ensuring Riskwise and Vantify data is synchronised to ensure compliance reporting is accurate.
• Raising POs as necessary to ensure timely payments
• Carry out site walk-arounds focusing on H&S, fabric, or maintenance issues, and ensuring actions are recorded and followed up as necessary.
• Support the EM with the day-to-day soft services operations, overseeing the onsite 3rd party contractors carrying out the Cleaning, Landscaping, waste services etc.
• Support the EM with M&E contract management as required.
• Initiating and establishing ESG projects.

Requirements

Benefits

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.

This is an excellent opportunity for the right person to learn on the job, both Colliers and our client believe in recruiting people who can grow and develop alongside the asset.

• Lunch cover and ad-hoc duties to assist the rest of the team as required

Training + Development

Interview process

Visa Sponsorship

Security clearance