The Paradise Estate and associated buildings are one of Avison Youngs Trophy sites in the Birmingham Region. This is premier public realm managed to a very high standard and is considered the most desired estate to work in within Birmingham. The estate consists of prime public realm, with a busy car park underneath which is restricted to estate occupiers during the working day and then open to the public outside these times.  The car park is also considered a premier space which has achieved the park mark plus accreditation and houses 20 EV spaces. There is a very busy service yard that manages deliveries for the whole estate and houses the central estate bin stores which covers the waste for all buildings on the estate.  The development is still being expanded and new areas of public realm will be coming on board along with additional premier mixed-use buildings. The Estates Manager is to take overall ownership and responsibility for the management and delivery of facilities services at Paradise Estate. Specifically, H&S, technical services, soft services, building fabric, service charges, and various projects.  Own, develop, and continuously review the facilities services strategy to ensure Paradise is leading the way in all aspects of delivery and working at a best in practice environment second to none.

The role is also responsible for managing, developing and mentoring the on-site Team and encouraging them to delivering the highest of standards of customer service for occupiers and the client’s representatives and visitors to the estate.

This is a client facing role with many stake holders and houses high profile occupiers as well as interaction with Birmingham City Council and other key stakeholders within Birmingham.  

Client Lead

The Estate Manager is expected to be the client’s advisor of choice on all things Facilities, surrounding themselves with a pool of experts and developing a network to advise on the best practice and latest innovation in the industry.

Have readily available key information and statistics to provide information on delivery of service and analysis to demonstrate continuous improvement and the highest level of delivery standards.  Being able to demonstrate response times to service request, benefits of improvement in a quantifiable manner be that financial, environmental or image enhancement.

Estates Duties 

The Estates Manager is to comprehensively manage, plan and co-ordinate the physical and environmental conditions within the estate grounds as designated.  Together with the Estates team, the role is responsible for the following duties:

1. • Ensure all services necessary are provided for the full and effective operation of the estate in accordance with the provisions of the leases, as directed by the Management Surveying Team. 
   • Liaise regularly with all the building mangers, keeping them informed of all works and services within the estate grounds
   • Keep updated occupier site contact lists, key holder and fire safety responsible persons list. 
   • Regularly inspect the estate common parts areas i.e. such as car parks corridors, fire escape routes, plant rooms, service areas, etc.  Record issues and take and record actions accordingly. 
   • Oversee occupier fault reporting and day to day issues and utilising the designated Service Desk, monitor reactive performance levels via the compliance system ensuring that service providers achieve their contracted SLA/KPIs.

2. • Ensure that all insurance claims are satisfactorily handled
   • Assist the surveying team with the completion of Way leave Agreements and Licences to Alter.
   • Assist the Management Surveyor in the provision of formal written reports and attend client meetings as required.
   • On-going management of energy, sustainability and initiatives.
   • Establish close co-operation and liaison with all local authority departments, local organisations, Business Improvement Districts and businesses and associations as are necessary in connection with the successful operation of the building
   • Oversea management of the car park that is restricted to estate occupiers during the working week days and open for public use outside these times.  Ensure use of season tickets and the booking systems are being managed effectively and help advise on maximisation of revenue for the car par.

Contract Management

3. • Attend regular contractor/service provider meetings and take specific ownership for managing the contracts at Paradise Estate.  Inspect site records, method statements and contracts specifications for these contracts on a regular basis.  Monitor contractor performance, attendance, cost and value.  Benchmarking for quality & costs and adequacy of the contract on a regular basis and in any resultant Tenders. 

Health & Safety and Compliance.

4. • Utilising the AY designated Compliance system ensuring that all safety records, statutory inspections, reports and documentation are retained and up to date at the property.  Report any unsafe acts/defects to the Facilities Management and Health & safety team immediately. All necessary documentation must be on site and complied with at all times.
   • Fire precautions are to be monitored and adhered to at all times with all weekly fire alarm test, emergency light test, sprinkler valve test and fire evacuation drills being completed at the required frequency and logged.
   • Ensure the instruction or management of the following:

• Health and Safety Risk Assessment is undertaken annually.
• Asbestos Register and Management plan is produced, and all hazards managed as appropriate.
• Fire Risk Assessment or Audit.
• Legionella Assessment.
• On Site Logbooks
• Fire Safety records
• Water Hygiene records
• Records for specific Permits to Work (PTW)
• Mechanical and Electrical Engineering maintenance records
• Cleaning reports and method statements

Environmental

5. • Review Landlord’s electricity consumption levels, in conjunction with the energy consultant and AY Environmental Policy. 
   • Undertake a regular audit of the Estate.
   • Develop plans for the enhancement of the Estate, security measures and energy saving initiatives in conjunction with AY technical managers and colleagues in line with AY Environmental Policy. 
   • Waste management for the estate and all buildings on the estate. Responsibilities to ensure appropriate collection and rotation of bins and waste weighing strategies to recharge waste to individual tenants.
   • Keep in line with best practice with regards to waste management ensuring maximum recycling and zero waste to landfill.

Budget Control

6. • Ensure instructions are issued to external advisers for the provision of five-year plans for service charge expenditure on both plant and structure where required.  Determine priorities for repair, enhancement, and modification of the building services facilities and equipment in order to implement the five-year plan, in agreement with the surveying team. 
   • Approve expenditure, within given authority levels, on estate services expenditure and monitor service charge expenditure within all relevant properties. 
   • Oversee the FM/FMC in the preparation of service charge budgets which are to be considered and reviewed by the Property Manager and in line with the requirements of the RICS code of practice 
   • Expenditure is to be monitored throughout the year to ensure that it is kept within budget for the current year. 

Main Duties, Responsibilities & Accountabilities

General Duties