Job Title

Assistant Estate Manager

Job Description Summary

Job Description

This role is responsible for ensuring the effective day‑to‑day operation, maintenance, and compliance of facility or campus environments. The Assistant Estate Manager oversees building services, vendor and contract management, budgeting, documentation, inspections, and response to maintenance needs. Acting under the direction of the Estate Manager, the role ensures facilities operate efficiently, safely, and in alignment with C&W policies, client expectations, and regulatory requirements. It also plays a key part in financial planning, reporting, and long‑term facility improvement initiatives.

Key Responsibilities

Manage daily facility operations, including janitorial, life‑safety, engineering, site services, and general maintenance, in accordance with C&W policies and client directives.

Review facility contracts regularly, manage bid processes, and ensure invoice accuracy against contract pricing.

Supervise all maintenance programmes related to the interior and exterior conditions of the property.

Respond promptly to maintenance, repair, and cleaning requests from building occupants under the direction of the Estate Manager.

Implement ongoing contract programmes to meet building needs and resolve operational issues.

Compile and maintain all required site‑specific documentation and logs, including: Property Information Book, Site Operating Manual, Emergency Procedures Manual, IIPP Manual, Local Code Compliance Log, ADA Compliance Log, OSHA Log, Safety Meeting Log, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, As‑built Drawings, Paid Invoices File, General Files, Contract Files, Annual Property Conditions Report, Year‑End Performance Report, and any additional required documentation.

Prepare budgets, monthly and quarterly financial reports, contracts, expenditures, and purchase orders.

Support the development of capital budgets and contribute to a five‑year plan for maintenance, facility improvements, and cost‑reduction initiatives.

Collect, analyse, and prepare statistical reports to support facility management objectives.

Maintain full familiarity with management contracts, vendor agreements, and all building/facility contract requirements.

Monitor tenant and vendor insurance compliance and coordinate claims when necessary.

Conduct proactive inspections of facility systems, rooms, and common areas, reporting issues to the Facility Manager.

Experience

IOSH certified.

3–5 years of relevant experience, preferably in commercial or industrial real estate with facility management experience.

Experience in maintenance, construction, engineering, and overall building operations and management (preferred).

CMMS/Work Order Management experience (preferred).

Associate’s degree in facilities management, building, business, or related field (required).

Bachelor’s degree (preferred).

Ability to read and understand construction specifications and blueprints.

Proficiency in interpreting management agreements and contract language.

Skilled in Building Management System (BMS) operation and monitoring.

Advanced computer skills, including MS Word, Excel, and PowerPoint.

Strong financial management capabilities including tracking, budgeting, and forecasting.

Knowledge of financial systems (Yardi a plus).

 

 

 

INCO: “Cushman & Wakefield”