Assistant Estate Manager

We are seeking a proactive and detail-oriented Assistant Estate Manager to work alongside our Property Manager, helping to oversee one of London’s most well-known and dynamic central mixed-use estates.

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
• 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.

Please send your CV to sally.ridgway@foundationrecruitment.com