We are searching for an Estate Director to work with a high-profile development in Canary Wharf – this five-star luxury residence with prestigious amenities and a very large on-site team is looking for the best of the best, managing c.700 units.

KEY RESPONSIBILITIES:

The Estate Director will have principal responsibility for the effective and efficient management of the development designated to them. They should utilise staff, contractors, and the other resources available to them to ensure the highest quality of service is provided, commensurate with the requirements of any management contract, tenancy agreement, service level of agreement, or otherwise.

Asset Management

To oversee and support the ongoing asset management routines of the development, aiming to ensure contract, risk, and mobilisation management tasks are completed in an efficient and timely manner.

Mobilisation: Supporting the clients mobilisation process. This will include but is not limited to: –

1. Liaising with key stakeholders such as the client, other agents, the new business team, the client relationship team, and employees generally.
2. Ensuring mobilisation tasks are meticulously completed and recorded in the relevant systems.
3. Helping to enhance the customer’s initial experience of the client via the completion of the mobilisation actions in an efficient and timely manner.
4. Arranging for others to complete tasks as and where appropriate.
5. Reporting on mobilisation statistics and defining actions to improve the same.
6. Set up all contracts for the Building/Development (M&E, Cleaning, IT etc.)
7. Financial accountability/set up – Service Charge Budget, Review of Service Charge Matrix and Schedules etc.)
8. Support the set-up of systems on-site.

Risk and PPM Management: Taking ownership of the developments risk and PPM management routines, utilising systems and processes to ensure compliance. This will include but is not limited to: –

1. Liaising with the client relationship/support team, contractors and customers to facilitate risk assessments and routine risk management tasks. 
2. Maintaining a detailed audit trial of all actions and certification within the system.
3. Reporting on compliance levels within the development and defining actions to improve the same.

Contract Management: Taking ownership of the developments contract management routines, utilitising systems to ensure the appropriate contracts are tendered, and implemented and any arising actions recorded.

1. Liaise with the client relationship/support team and contractors to ensure each development has a completed and appropriate contract schedule implemented. 
2. Assist in the tendering of contracts and ensure value for money is obtained.
3. Ensure the necessary information is saved to the systems and any relevant actions are diarised as appropriate. 
4. KPI reviews and SLA compliance with contractors to ensure highest level of standards and contracts are respected. 

  Team Management: 

1. Focusing on team engagement to create a highly engaged team who wants to deliver exceptional service, every day. 
2. Ensuring sufficient cover for the development at all times, including arranging cover for sickness and holidays.
3. Managing holidays and team absence. 
4. Completing quarterly 121s and yearly appraisals for your team.
5. Managing your team’s performance.
6. Liaising with the HR team to ensure the completion of payroll, recruitment, and grievance routines within your team.
7. Ensuring all team has completed mandatory training and all refresher training when necessary.  
8. Team succession planning including Talent Mapping
9. Effective delegation to Managers and Team Leaders

Financial Management:

1. Raising works orders on internal systems
2. Invoice and purchase order approval and monthly reconciliations
3. Creating Service Charge demands in collaboration with the Accounts Team
4. Setting up budgets for Clients/Residents
5. Present financial outlook to Clients/Residents

Client Engagement:

1. Facilitate regular meetings with Clients.
2. Ensure Client reporting is produced and presented to a high standard.
3. Prepare for Client audits.

BENEFITS

• 22 days Holiday + Back Holidays
• 5 days a week
• Company Benefits include –Health Cashback Plan for dental and eye care etc, Cycle to Work, Retail discounts, a Wellbeing Cashback plan, Death in Service Insurance