About This Role
Taking the lead on all aspects of managing the estate, this role is responsible for maintaining the highest standards for all areas of the building and meeting residents' expectations. The position involves overseeing operational tasks, supervising staff, and ensuring adherence to policies and procedures.
Responsibilities
- Carry out operational tasks as directed by the Portfolio Director or Portfolio Manager, on behalf of the Board, including instructions from the Board directly
- Ensure that any temporary agency cover, cleaning or maintenance staff are fully briefed and supervised to enable them to carry out their responsibilities where applicable
- Assist the Managing Agent to implement policies and procedures as agreed
- Cooperate closely with the Managing Agent appointed by the Board
- Review job requirements with the Managing Agent in light of new legislation
- Maintain confidentiality of Company, Shareholder and residents’ matters
- Ensure the wellbeing of the residents and advise them quickly of any matters which might affect them timely
- Ensure Health & Safety regulations are adhered to and that General and Fire risk assessment recommendations are implemented
- Establish and implement (once approved by the Managing Agent) procedures to be adopted in emergencies
- Ensure insurance claims are being processed efficiently and correctly with assistance from the Managing Agent, including arranging access by contractors and surveyors, undertaking inspections
- Maintain a physical risk register/accident report for all aspects of the property to ensure the safety and security of residents, staff and visitors
- Oversee all administrative tasks carried out, ensuring that the Data Protection Act is always adhered to
- Generally manage hard and soft copy data and e-mails and ensure all client files are updated
- Comply with Company Policy
- Assist with the project management of major internal and external works along with the relevant appointed surveyor or professional consultant
- Ensure that third party work is carried out to a good standard, and report any performance or workmanship issues or communicate feedback from residents to the Managing Agent
- Ensure that any third party contractors working for shareholders are fully advised in writing of regulation, procedures and practices before commencing work and that progress records are maintained, including managing the Permit to Work procedures
- Respond promptly to reported issues or defects within communal areas (e.g., lighting, doors, fittings, etc.)
- Carry out minor electrical tasks such as replacing light bulbs, switches, and checking communal lighting
- Address minor carpentry repairs such as door adjustments, door/gate closers, or fencing
- Support with lock repairs or replacements (communal doors, bin stores, cupboards)
- Prepare surfaces (walls, ceilings, woodwork) including filling, sanding, and priming prior to painting or decorating
- Apply paint, varnish, wallpaper, and other finishes to various surfaces to a professional standard
- Carry out minor plastering or repair works as needed
- Ensure all work is completed in line with health and safety standards
- Protect property and communal fittings (floors, fixtures, mailboxes, etc.) during works
- Work with minimal disruption to residents and ensure communal areas are kept tidy and safe at all times
- Carry out regular touch-ups or scheduled redecoration as part of a cyclical maintenance plan
- Identify and report any maintenance issues outside of decorating (e.g., water damage, damp, or structural issues)
- Maintain and clean tools and equipment and safely store materials
- Communicate courteously with residents and management regarding access and work progress
- Conduct regular inspections of the building, plant rooms, and communal areas
- Check and report issues with mechanical and electrical systems (e.g., pumps, drains, boosters, CCTV, AOV, lighting, water pressure, ventilation)
- Perform preventative maintenance tasks such as cleaning filters, greasing hinges, and closers
- Replace consumables such as light bulbs, batteries (e.g., smoke detectors), and signage as needed
- Keep plant rooms, service areas tidy and compliant
- Assist contractors on site by providing access and monitoring work areas when required
- Maintain basic records of completed works and report more complex issues to the Managing Agent
- Move, assemble, or repair communal furniture or fittings as directed
- Carry out minor decorating tasks such as touch-up painting or wall/woodwork repairs in communal areas
- Assist during emergency situations (e.g., floods, power outages, fire alarm activations)
- Adhere to all site policies including safeguarding, GDPR, health and safety, and resident confidentiality
- Follow all building procedures and report any breaches or hazards immediately
- Carry out any other reasonable duties assigned by the Managing Agent
- Monitor condition of external areas (paths, driveways, drains, grates) and report hazards or defects
- Grit/salt paths and access ways in cold weather conditions to prevent slips and falls
- Conduct basic maintenance of perimeter fencing, bollards, signage, and communal equipment
- Move bins, bulk items, or furniture as required and arrange for removal
- Monitor and report unauthorised dumping or misuse of common areas
- Support site access for contractors or delivery services where appropriate
- Litter pick around the estate perimeter, pathways, and parking areas
- Notify the Managing Agent of cleaning or maintenance stock shortages
- Support Maintenance Operative with ad hoc manual tasks as required
- Carry out any other reasonable duties assigned by the Managing Agent or Director
- Hand deliver notice letters and/or circulars promptly as required
- Report any issues or misconduct, anti-social behaviour incident to the Managing Agent
- Undertake and record meter readings monthly
- Provide a visible and effective on-site presence through regular walk-rounds
- Ensure inspections such as cleanliness, lighting, fixtures, plumbing, plant rooms, roof, fire tests, landscapes, fire doors, drains, pumps and lifts are carried out by the relevant contractors, and assist with access where required
- Monitor budget costs
Requirements
- Proven experience in a building maintenance, caretaking, or facilities support role
- Good working knowledge of basic plumbing, electrical, and general repair tasks
- Ability to use hand and power tools safely and effectively
- Understanding of health & safety, safe systems of work, and manual handling
- Ability to work both independently and as part of a team
- Reliable, punctual, and proactive
- Clear and professional communication skills
- Ability to perform physical tasks such as lifting, climbing ladders, bending, and manual handling
- Good understanding of statutory legislation (Health and Safety, Landlord and Tenant) procedures and best practice
- Experience in interpreting, advising and implementing company procedures in a consistent manner
- Effective communication skills to communicate with stakeholders, internal staff, residents and contractors
- Written communication and numerical skills to produce succinct correspondence and reports
- Ability to research, analyse and reason logically and effectively within tight and conflicting timeframes
- Competent IT skills including Microsoft Outlook, Word, and Excel
- Commitment to providing customer service
- Presentable and smart appearance
- Ability to communicate at all levels and build trust with residents
- Enthusiastic, goal-orientated, highly organised, and strong interpersonal skills including a professional work ethic
Important Details
- Schedule: 40 hours per week, 8am to 5pm, Monday to Friday (including two Saturdays, off the following Monday); with occasional extra hours in the event of emergencies and as and when required to attend meetings in the evenings, or AGM
- Work is primarily within the building's communal areas but may involve external duties (e.g., perimeter checks, drain clearing)
