Estate Manager at Kempston Recruitment

• We are seeking a professional, organized, and confident Estate Manager who is computer literate, able to handle emergencies after hours when required, and capable of overseeing the full operational function of the estate.

Minimum skills and experience required:

• Experience in estate, facilities, or property management
• Strong organizational and administrative capabilities
• Competent in contractor and service-provider management
• Excellent communication and stakeholder liaison skills
• Ability to manage staff effectively
• Strong record-keeping and reporting abilities
• Computer literate (MS Office, email, reporting systems)
• Financial awareness (petty cash, quotes, basic budgeting)
• Ability to work after hours when required

Duties and Responsibilities:

Landscaping and Ground Maintenance

• Ensure the estate's appearance is consistently maintained by the landscaping team
• Conduct weekly checks of equipment registers and attendance registers
• Provide training and support to landscaping staff
• Maintain accurate and secure records of all landscaping activities
• Inspect storerooms and refuse areas weekly
• Review landscaping programmes every two weeks
• Ensure al grounds, lawns and shared spaces are neat, clean, and presentable

Security Management

• Oversee all estate security operations
• Report all security incidents, concerns, or queries in writing to the security company and escalate where necessary
• Monitor guard behavior, performance, and overall presence
• Check the Security Incident Register daily
• Implement and monitor guarding point checks
• Compile and hand over incident reports to the Managing Agent

Contractor and Service Provider Management

• Issue contractors with estate rules and ensure compliance
• Enforce adherence through monitoring and issuing fines for non-compliance (with a 7-day notice)
• Maintain the gate access database and issues the correct access forms to residents
• Acquire and assess quotes for maintenance work (minimum of 3 quotes)
• Submit quotes to the Managing Agent and Trustees for approval
• Monitor service provider performance and issue fines where necessary

Client and Resident Liaison

• Act as the central liaison between residents, the Managing Agent, the HOA, and MHG
• Address resident queries and concerns professionally and timeously
• Facilitate clear communication between stakeholders
• Conduct regular inspections of Body Corporates and free-standing units regarding upkeep and maintenance

Maintenance and Operational Oversight

• Ensure all service providers operate within estate rules and contractual expectations
• Collect required documentation from new service providers and submit to the Group Operations Manager and Trustees where necessary
• Manage and escalate operational issues appropriately 
• Maintain structured and complete operational records

Homeowner Compliance

• Investigate homeowner rule violations
• Compile findings and hand them over to the Managing Agent for formal fine issuance

Financial and Administrative Controls

• Maintain knowledge of and operate within the approved estate budget
• Manage petty cash responsibly and maintain accurate logs
• Assist with compiling and submitting salary/wage information to the Managing Agent
• Ensure all administrative and operational records are stored securely

Water Meter Management

• Ensure accurate water meter readings are taken and captured
• Submit readings to the Managing Agent and Altevex
• Investigate and resolve discrepancies