Job Title: Estate Coordinator (Level 2)

Line Managers Title: General Manager

Job Purpose: Provide professional support to the Estate. Provide customer service on building management issues raised.  Troubleshoot problems and advise on the appropriate action. 

Primary Responsibilities:

• Assist the General Manager, and Estate Management Team, with the smooth running of the Estate to maximise the scheme’s success.

• To coordinate work programmes and initiatives on site in conjunction with the General Manager, and other member of Estate Management.

• To support Health and Safety goals on site, maintaining records on Meridian (H&S portal) and periodic reporting / action follow ups.

• Assist with contractor management, relationship building and champion the one team ethos across Estate Service Partners

• Liaise with Tenants and deal with any operational queries they might have. Respond to occuiper requests for assistance or maintenance and follow up with the relevant Service Partner.

• Generate reports and coordinate documentation for internal use, clients, or distribution across the Estate alongside the General Manager.

• Complete monthly and quarterly property inspections, uploading documentation to Meridian (H&S portal) and following up any actions.

• To manage the P2P (Purchase to Pay) finance system, coding and paying all invoices.

• Office management duties - such as meeting room and stationery.

• To assist in building relationships across the Estate, including clients, tenants, stakeholders and neighbours. 

• Assist the General Manager with mobilising new properties as they are handed over from construction, setting up filing booking contractors and updating the onsite team.

• Coordinate the payment of accurate utility bills alongside Utility team in line with client requirements.

• Notify insurers of any insurance claims, collate information required and monitor claim status to completion.

• Assist with ensuring adherence to policies, processes and procedures across the property.

• Assist with management of the retail occupiers such as reviewing occupier documentation, shop front inspections, housekeeping.

• Any other duties as directed by your Line Manager. 

Key Skills / Knowledge/Experience:

• Able to plan and manage own workload.

• Able to work as part of a team, supporting colleagues.

• Can demonstrate adaptability and is detail oriented, a problem-solver.

• Inclusive mindset, willing to work collaboratively with individuals across all levels of business. 

• Be able to understand and use IT applications and software.

• Effective communicator with an interest in building and maintaining client, service partner and customer relationships.

• Oriented towards providing excellence in customer services.

• Know and be able to apply legislation and policies relating to Health and Safety and Environmental protection.

• Interest in the property industry would be beneficial as well as existing or openness to developing knowledge of service charges, insurance and other legislation relating to property management. 

• Interest in developing an understanding of how property is constructed and how plant equipment works; a working knowledge of basic building operations would be beneficial.

• Willing to learn and expand knowledge and duties as the Estate develops.