Assistant Estates 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.

This newly created role is to work alongside the established Colliers management team, reporting directly to the Estate Manager.  The site in question is the new Aire Park development, on the South Bank of Leeds just 7 minutes from the train station.  Aire Park is an exciting new district for the Leeds community, and it is a great opportunity to join a growing management team based on site working alongside our client and service partners to create a new destination.  EMBED LINK TO WEB SITE BROCHURE.

This is an excellent opportunity for the right person to learn on the job, both Colliers and our client believe in recruiting people who can grow and develop alongside the asset.

General

• Creating a positive working space, speaking with on-site teams on a day-to-day basis.
• Site based role, 40 hours/ week.  Working alongside and reporting into Estate Manager.
• Carry out site walk-arounds focusing on H&S, fabric, or maintenance issues, and ensuring actions are recorded and followed up as necessary.
• Tenant liaison.  Support tenants as necessary with queries and building issues.
• Assist with every aspect of contractor management
• Support the Estate Manager with site audits / risk assessments
• Attend relevant meetings

Health and Safety:

• Regularly reviewing and updating Riskwise H&S CAFM system
• Ensuring all compliance tasks are complete on time and report any non-compliance issues to the EM.
• Managing data on Riskwise and Vantify in respect of all aspects of H&S
• Assisting EM and FM with compiling client reports

Operations:

• Support the EM with the day-to-day soft services operations, overseeing the onsite 3rd party contractors carrying out the Cleaning, Landscaping, waste services etc.
• Support the EM with M&E contract management as required.
• Managing contractors on site, ensuring they are working in line with their RAMs and with site regulations.
• Ensure contractor RAMS are up to date and fit for purpose
• Assist EM and site security with permit system
• Ensuring we have enough staff cover on the ground level day-to-day to ensure smooth operations.
• Lunch cover and ad-hoc duties to assist the rest of the team as required
• Engage with all ESG Initiatives across the site in accordance with the sites net zero plan.

CAFM System Administrative Tasks:

• Checking Vantify CAFM system, ensure the paperwork is available and accurate
• Manage any remedial works as necessary
• Preparing Client KPI reports each month on time in respect of security, cleaning, and M&E contractors
• Ensuring Riskwise and Vantify data is synchronised to ensure compliance reporting is accurate.
• Download, request and manage compliance report to the sites shared drive, upload to relevant other CAFM systems – Equiem & Risk wise.
• Assisting EM and CX with Equiem/ Aire Park app – content and functionality

Contract Management

• Support the EM with contractor KPI’s meetings, taking minutes and notes for next meetings and creating actions for contractors, when appropriate.
• Reacting to any reactive works appropriately, timely, and effectively to avoid complaints, and ensure everywhere is safe.

Finances

• Processing invoices through an online management system ensuring the values are correct by cross referencing service charge budgets and budget schedules and confirming that jobs have been completed fully by checking job reports and evidence to support, and having regular meetings with EM.
• Assisting the EM and the Property Manager draft the service charge budget and year end reconciliation, as well as quarterly variance reviews
• Raising POs as necessary to ensure timely payments
• Support the EM with the cost tracking and looking for efficiency where possible.

Tenant Engagement

• Speak, liaise and establish a positive relationship with tenants by liaising on regular basis to ensure they are satisfied.
• Creating, attending and note/minute taking at tenant meetings.
• Creating, assisting, and supporting events alongside customer experience team.

• Supporting EM and wider site team with anything that is in line with the current objectives and projected objectives for the site, and Colliers.
• Ensuring high standards for prospective new tenants and agents on site
• Assisting with any projects as requested by senior management team and EM or the client
• Creating and implementing new policies and procedures when required
• Admin duties include, creating spreadsheets, printing, copying, and creating documents.
• Initiating and establishing ESG projects.

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 based on 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.