Senior Estates Manager

SENIOR ESTATES MANAGER POSITION AT PREMIER ESTATES LOCATION – Homebased – Ideally based in London WORKING HOURS – Monday to Friday 0900 – 1730 SALARY – Competitive CONTRACT – Full-time, Permanent ABOUT US Premier Estates is an award-winning managing agent that successfully maintains one of the largest and most diverse residential property portfolios in the UK. Our success is founded on the fundamental principal of effective communication and unsurpassed customer service, establishing rewarding and lasting relationships with our many satisfied clients. BENEFITS Home based Day off on your Birthday Free staff events Westfield Health cash back plan, with surgery options 25 days holiday, plus the option to buy extra holiday Christmas closureJOB DESCRIPTION Responsible for ensuring complete and effective operational management of a portfolio of 3 residential developments, whilst line managing, training and advising Development Managers and other site-based staff in their duties. To assist the Associate Director as required, and in the absence of the Associate Director, to provide mentoring, training and advice to others within the department. To work with other SEMs in the effective provision of mentoring, training and advice to Development Managers and site-based staff across the team, and to support the Associate Director as required. Portfolio Management Ensure that correspondence, emails and telephone calls are responded to within the timeframes set out within the Customer Service Charter. Visit schemes within the portfolio on a monthly basis, and additionally as necessary. Provide bespoke monthly updates to each scheme within the portfolio, promoting and demonstrating good management. Liaise with RMC directors, RAs, residents, contractors and third parties regarding proactive and reactive maintenance, and regarding any other important matters. Action and progress repair and maintenance requests / observations through to completion, updating all parties as necessary throughout. Monitor the performance of regular routine contractors (e.g. grounds maintenance, communal area cleaning and window cleaning), taking necessary action where contractor efforts are lacking. Recognise, log, monitor and complete insurance claims, liaising with all necessary parties throughout. Plan, specify, tender and oversee cyclical maintenance projects, major repairs and routine contracts, monitoring through to completion and liaising will all necessary parties throughout. Be familiar with and be able to interpret individual leases and transfer agreements, and be able to confidently provide advice accordingly. Be familiar with Company, Landlord & Tenant, and all Health & Safety Legislation affecting the business, incl. Health & Safety at Work Act 1974, Regulatory Reform (Fire Safety) Order 2005, Landlord & Tenant Act 1985, Law of Property Act 1925, Commonhold and Leasehold Reform Act 2002, Leasehold Reform, Housing and Urban Development Act 1993, Companies Act 1985 & 2006, etc., recognising the need to escalate concerns and incidents. Familiarity with statutory codes including those of RICS and ARHM and the requirements of ARMA-Q. Assist in the audit of service charge accounts at scheme financial year end, ensuring accuracy, and liaising with RMCs, RAs and clients as required during the approval process, always recognising the associated legislative time constraints. Prepare a service charge estimate for each scheme in advance of the financial year start date, allowing time for RMC, RA and client approval as required, always recognising associated time constraints. Ensure service charge estimates are set to achieve a reflective and realistic forecast of funds required to manage each scheme. Arrange, give notice, attend, chair and minute AGMs, EGMs, and other resident meetings, ensuring that statutory meetings are conducted in accordance with company law. Regularly liaise with the Credit Control team in order to understand and instruct in regard to the collection of service charge debt across the portfolio. Review, query and ultimately approve contractor invoices in accordance with company policy, ensuring prompt payment and query resolution. Recognise the expected standards of Premier Estates in terms of scheme presentation and compliance, and ensure that such standards are maintained and insisted upon at all times. Schemes managed by SEMs should be maintained to an above average standard. Produce quality reports as required by freehold clients, ensuring that the efforts and achievements of Premier Estates, and individuals, are promoted within.Management of Development Managers and site-based staff Provide support, advice and training to Development Managers and site-based staff within the team. Ensure that all Property Management duties and general duties undertaken by Development Managers and site-based staff are done in a compliant and effective manner, reacting to deviations from expectation and liaising with the Associate Director accordingly. Assist with the implementation of training for procedures as required, in consultation with the Associate Director. Ensure Development Managers and site-based staff are motivated and managed to ensure effective operational performance, time and task management and effective communications. Provide support to Development Managers and site-based staff in achieving deadlines, whether company deadlines or those defined by legislation, and recognising the need and time required for onward review and approval, as required. Gauge workload constraints and difficulties and feedback to the Associate Director accordingly. Ensure compliance with health and safety legislation, further ensuring that all M&E equipment throughout the portfolio is maintained and serviced in accordance with best practice, seeking advice and guidance from internal Compliance staff. Gauge contractor performance throughout the department, feeding back to the Associate Director where contractor accreditation requires review or termination. Also considering where contractor availability requires bolstering and feedback back to the Associate Director. Provide support to Development Managers when planning, specifying, tendering and overseeing cyclical maintenance projects and major repairs, ensuring that all required consultation has occurred in accordance with legislation, company policy and best practice. Provide support to Development Managers in interpreting and in confidently advising in regard to specific leases and transfer agreements. Ensure regular attendance at DM schemes (both with, and without the DM) for the purpose of assessing standards and in order to provide any specific advice or guidance requested by the DM. Ensure familiarity with developments, ensuring that a good working knowledge exists in the event that the DM is absent or unavailable. Promote full adherence to Premier Estates specifications and policies, ensuring that Development Managers and site-based staff achieve high standards across their sites. Liaise with Development Managers and site-based staff to ensure that training needs are brought to the attention of the Associate Director. Deputise for the Associate Director, as possible, when the Associate Director is absent from the office and when on annual leave, ensuring that the Operations Director is kept fully apprised of all ongoing situations of note. Consider and generate innovative ideas for bettering and modernising current procedures, bringing these to the attention of the Associate Director, or directly to the Operations Director. Provide assistance to Development Managers when liaising with RMC directors, RAs and clients. Review and approval of AGM minutes for Development Manager. Copy to Associate Director for information only. Approval of all accounts letters for Development Manager. Any complex examples, including those that will cause significant impact, to be escalated to Associate Director. Provide assistance (as required) to Development Managers, and to any other Development Managers in the team, at AGMs, RA meetings, or any other meetings. Manage the production and review of Freeholder Reporting to all Freehold clients to whom PEL reports. Diarise, task, review and submit reporting to the highest standard, and in line with the expectations of the PEL board, and of the various clients.General Other general duties as required from time to time commensurate with the management of Premier Estates’ portfolio. Undertake other general duties as required from time to time to assist in the success of Premier Estates.Please Note: You will be provided with the relevant guidance and support to be successful in the role For more information about this position, or to find out more about Premier Estates, please visit our who will be happy to help and provide further details. All applicants must be eligible to live and work in the UK, without restrictions. Documented evidence of eligibility will be required from all candidates