Assistant Estate Manager

Company Description

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.

In this role you will be responsible for two sites and an Estate comprising over 1 million sq ft of retail space. This role is integral to the effective delivery of Estate Soft services, requiring strong administrative support to ensure smooth and efficient operations. You will conduct daily site rounds and audits, with a hands‑on approach.

You will have a strong background in Health & Safety management (IOSH), soft services contractor management, and the administration of service charge accounts. You will work with platforms such as Eloog, Vantify, and Risk Wise/Meridian, within a supportive team that values collaboration. The role offers excellent progression, exposure to a wide variety of work and projects, and significant opportunities for learning and development.

• Carry out site walk‑arounds focusing on H&S, fabric, or maintenance issues, and ensuring they are logged on the CAFM system and complete in a timely manner.
• Ensuring all compliance tasks are complete on time and report any non‑compliance issues are reported to the estate manager.
• Managing data on eLogbook’s to ensure that all service providers are adhering to compliance standards and all documentation is provided and Up To Date .
• Review Risk Assessment and Method Statement and ensure they are up to date and reviewed on a regular basis.
• Support the Estates manager with site audits / risk assessments and ensure all actions are addressed record and closed in a timely manner.

• Complete daily walks to make sure the stie operations are operating as required.
• Support the Estate manager with the day-to-day soft services operations, overseeing the onsite 3rd party contractors carrying out the Cleaning, Landscaping, waste services etc.
• Managing contractors on site, ensuring they are working in line with their RAMs and with site regulations.
• Creating a positive working space by having regular team meetings, speaking with on‑site teams on a day‑to‑day basis.
• Ensuring we have enough staff on the ground level day-to-day to ensure smooth operation each day.
• Engage with all ESG Initiatives across the site in accordance with the sites net zero plan.

• Checking eLogbook’s CAFM system, ensure correct paperwork is located, and Job sheet is accurate and detailed., and any remedials actions are closed in a timely manner.
• Sending out KPI’s each month on time to service providers such as security, cleaning, and M&E
• Ensuring risk wise and eLogbook’s date are synchronised to ensure compliance reporting is accurate.
• Download, request and manage compliance report to the sites shared drive, upload to relevant other CAFM systems – Locale & Risk wise.
• Updating tenant’s compliance library with up-to-date reports and ensure that any remedials are in progress/completed, to prepare for questions.
• Managing on‑site CAFM system (Locale), ensuring working for all and handling any tech questions and raising with technical team with any issues).

• Support the Estates manager with contractor KPI’s meetings, taking minutes and notes for next meetings and creating actions for contractors, when appropriate.
• Speaking with contractors on a regular basis.
• Ensuring contractors are abiding to site rules and keeping within compliance regulations.
• Reacting to any reactive works appropriately, timely, and effectively to avoid complaints, and ensure everywhere is safe.

• Processing invoices through a system ensuring the values are correct by cross referencing service charge…