Assistant Estate Manager

Colliers is a leading commercial real estate services company, providing a full range of services to real estate occupiers, developers, and investors on a local, national, and international basis. Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing and research. We provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types.

The UK business is headquartered in London, with over 1200 specialists throughout 16 offices across the UK and Ireland.

In this role you will be responsible for two sites and an Estate comprising over 1 million sq ft of mixed-use office and retail space. This role is integral to the effective delivery of Estate Soft services, requiring strong administrative support to ensure smooth and efficient operations. You will conduct daily site rounds and audits, with a hands-on approach.

You will have a strong background in Health & Safety management (IOSH), soft services contractor management, and the administration of service charge accounts. You will work with platforms such as Eloog, Vantify, and RiskWise/Meridian, within a supportive team that values collaboration. The role offers excellent progression, exposure to a wide variety of work and projects, and significant opportunities for learning and development.

Health and safety:

• Carry out site walk-arounds focusing on H&S, fabric, or maintenance issues, and ensuring they are logged on the CAFM system and complete in a timely manner.
• Ensuring all compliance tasks are complete on time and report any non-compliance issues are reported to the estate manager.
• Managing data on eLogbook’s to ensure that all service providers are adhering to compliance standards and all documentation is provided and UpToDate.
• Review Risk Assessment and Method Statement and ensure they are up to date and reviewed on a regular basis.
• Support the Estates manager with site audits / risk assessments and ensure all actions are addressed record and closed in a timely manner.

Operations:

• Complete daily walks to make sure the site operations are operating as required.
• Support the Estate manager with the day-to-day soft services operations, overseeing the onsite 3rd party contractors carrying out the Cleaning, Landscaping, waste services etc.
• Managing contractors on site, ensuring they are working in line with their RAMs and with site regulations.
• Creating a positive working space by having regular team meetings, speaking with on-site teams on a day-to-day basis.
• Ensuring we have enough staff on the ground level day-to-day to ensure smooth operation each day.
• Engage with all ESG Initiatives across the site in accordance with the sites net zero plan.

CAFM system administration tasks:

• Checking eLogbook’s CAFM system, ensure correct paperwork is located, and Job sheet is accurate and detailed., and any remedials actions are closed in a timely manner.
• Sending out KPI’s each month on time to service providers such as security, cleaning, and M&E
• Ensuring risk wise and eLogbook’s date are synchronised to ensure compliance reporting is accurate.
• Download, request and manage compliance report to the sites shared drive, upload to relevant other CAFM systems – Locale & Risk wise.
• Updating tenant’s compliance library with up-to-date reports and ensure that any remedials are in progress/completed, to prepare for questions.
• Managing on-site CAFM system (Locale), ensuring working for all and handling any tech questions and raising with technical team with any issues).

Contract Management:

• Support the Estates manager with contractor KPI’s meetings, taking minutes and notes for next meetings and creating actions for contractors, when appropriate.
• Speaking with contractors on a regular basis.
• Ensuring contractors are abiding to site rules and keeping within compliance regulations.
• Reacting to any reactive works appropriately, timely, and effectively to avoid complaints, and ensure everywhere is safe.

Finances:

• Processing invoices through a system ensuring the values are correct by cross referencing service charge budgets, budget schedules, jobs have been completed fully with job reports and evidence to support and having regular meetings with Estates Manager.
• Support the Estate manager with the cost tracking and looking for efficiency where possible.

Tenants’ engagement

• Speak, liaise and getting a positive reputation with tenants on regular basis to ensure they are satisfied with everything in the building.
• Creating, attending and note/minute taking of tenant meetings.
• Creating, assisting, and supporting events alongside customer relations team.

Other

• Supporting Estate Manager with anything that is inline with the current objectives and projected objectives for the site, and Colliers.
• Ensuring high standards for prospective new tenants and agents on site
• Picking up any projects given by senior management team and Estates Manager
• Creating and implementing new policies and procedures when required
• Admin duties include, creating spreadsheets, printing, copying, and creating documents.
• Encouraging ESG projects.

• Experience in soft services or facilities management within a managing agent environment
• Contractor management across a range of areas including cleaning, security and concierge, landscaping, and health & safety services
• Effective communication skills and stakeholder management
• Strong understanding of compliance documentation and statutory requirements
• Experience with Eloog, Vantify, and RiskWise/Meridian is desirable
• Exposure to service charge budgets and schedules is advantageous but not essential
• Excellent administration and organisational skills. 

Please tell us what would help you take part and give enough practical detail for us to arrange it. We will handle your request confidentially, and it will not affect how you are assessed. We make reasonable adjustments in line with the Equality Act 2010.

At Colliers, we empower people to perform at their best. As a Disability Confident Employer, we want every candidate to feel welcome. If anything would help you take part in our process, such as extra time or rest breaks, step-free access, or a different interview format, please tell us in your application. You are not expected to share a diagnosis or medical history.

Colliers is proud to be an equal opportunities employer. We do not discriminate on the basis of age; disability; gender; gender reassignment; marriage and civil partnership; pregnancy and maternity; race (including colour, nationality and ethnic or national origins); religion or belief; sex; or sexual orientation. We also value diverse experience and neurodiversity.

We are not engaging with recruitment agencies at this time. Unsolicited CVs will not be considered and treated as gifts.