Job Title: Property Services Manager
Contract Type: Full time
Employment Type: Permanent
Reporting Line: Head of FM Services; Associate Director
Salary: Up to £55,000 depending on experience
Hours: 36.25 per week, Monday to Friday
The Estate aims to operate to high standards of equity, diversity, and inclusion. We therefore welcome applicants from all backgrounds.
OVERVIEW OF THE ROLE
Oversee operations and planned and reactive maintenance for an allocated portfolio, delivering best in class customer service in line with The Estate’s mission.
OUR MISSION & VALUES
The Portman Estate is a forward-thinking property company with an enduring heritage and a commitment to promoting and protecting the long-term success of Marylebone and London’s West End. In August 2022, the Portman Estate became the first estate to be certified as a B Corp. This means that we meet high standards of social and environmental performance and have made a commitment to continuous improvement.
We recognise our responsibility to provide a high quality, sustainable environment while seeking to safeguard our community, manage responsively and evolve our portfolio for the benefit of all. We aim to do this with a Clean Heart and a Cheerful Spirit, as the family motto directs.
At The Portman Estate we prioritise particular values:
* Respect: maintaining relationships; ability to listen; understanding another’s viewpoint; acknowledging other’s efforts
* Ethical: moral principles; knowing what is right and wrong; high standards
* Inclusivity: ensuring sense of belonging; being open and fair to all; making individuals feel valued and able to reach their full potential; approachable; accessible; open; easy to talk to; welcoming; friendly
* Integrity: honesty; trustworthy; decency; honour; sincerity; high standards of competence and skill; strong code of conduct; loyal to colleagues
and we do so with
* Moral courage: standing up for what is right; taking action for moral reasons.
JOB RESPONSIBILITIES / STRATEGIC DELIVERABLES
The below details job responsibilities and longer term objectives that the post holder will be expected to undertake / achieve such tasks as may be reasonably expected within the scope of the role and business requirements. The below are not exclusive or exhaustive.
Strategic Deliverables:
* Manage an allocated mixed tenure property portfolio and hard and soft Facilities Management services, planned and reactive maintenance, and assigned projects within the Customer Experience Team.
* Delivery of health & safety compliance for assigned activities
* Supplier management including procurement.
* Provide administration support to the Facilities Managers.
* Provide support to the Head of Customer Experience.
Property Services
* Manage a busy varied workload and have technical knowledge of building services.
* Manage a mixed tenure portfolio of approximately 250 units, mainly consisting of residential AST let units.
* Manage hard and soft service contracts across 150 buildings.
* Manage planned and reactive maintenance ensuring our service delivery partners comply with The Estate’s health & safety requirements
* Procurement and contract management, including preparation of tender documents to ensure value for money and exceptional service standards.
* Collaborate and communicate with other teams to deliver the Estate’s business objectives.
* Manage the handover process for refurbished properties, minor void works and internal and external cyclical decoration works. Ensuring health and safety is in place and the property is ready for marketing.
* Check and authorise invoices.
* Work to the Service Level Agreements and Key Performance Indicators for the Customer Experience Team.
* Provide financial information for FM and Service Charge budgets. Review and report on expenditure against budget for portfolio.
* Work with the Customer Experience Team to manage the day-to-day requirements of tenants and occupiers.
* To work with all teams and suppliers to reduce void occupancy time to a minimum and meet the occupancy objectives of the business.
* Carry out all other reasonable duties as requested by your manager.
Support to the Customer Experience Team
* Where required provide support to the Head of Customer Experience in delivering the team objectives.
* Provide resilience and support to the Customer Experience Managers.
PERSON SPECIFICATION
The below specification details the set of criteria that outlines the essential traits a candidate should have to be considered for the role.
* Customer Experience and Property Management.
* Experience working in a Facilities Management, Health & Safety and/or Property Management role.
* Basic working knowledge of Health and Safety Legislation to include but not limited to HSW Act 1974, Working at Height Regulations 2005, Control of Asbestos Regulations 2012, CDM Regulations 2015, Regulatory Reform (Fire Safety) Order 2005, Fire Safety Act 2022, Building Safety Act 2022.
* Experienced in using Excel, Outlook, Property Management or CAFM software.
* Ability to strategically influence, decision-make, and effectively manage stakeholder relationships.
* Ability to work well in a crisis and maintain a calm methodical approach when under pressure.
* Thorough, conscientious and with a good eye for accuracy and detail.