Estates Manager - (Occupier Accounts)

at  CBRE

ROLE PURPOSE

The Estate Management team sits within Portfolio Services, which is part of the Transaction Management & Portfolio Services EMEA division, as well as linked to the Global Portfolio Services Platform, which the team will work directly with on a regular basis. The team are responsible for managing the property estate for their clients, with a focus on maintaining strong, long-term relationships with each client. Individual annual objectives should be consulted for specific accountabilities.
The role of the Estate Manager will be to work within part of the estates management team and with data and finance colleagues and team administrators. Day to day work will include dealing with all aspects of Estate Management for corporate occupiers, including quality customer service, client reporting, database management, landlord/tenant liaison, and finance issues.

KEY RESPONSIBILITIES

‒ Engagement in the full range of contracted Estates Management (EM) services.
‒ Routine liaison/correspondence with client, facilities managers, solicitors, tenants, landlords, third parties and external valuers
‒ Adherence to Estate Management playbooks and all processes and procedures.
‒ Management of c200 properties – mainly offices but other asset classes
‒ Undertake property inspections and submit reports in compliance with client KPI specifications and to ensure landlord, tenant and building compliance and advising on portfolio opportunities.
‒ Request landlord’s consent to alterations, assignments, change of use and under-lettings. Manage and process similar applications from subtenants.
‒ Maintain strong relationships with Hub Leads, EM Lead, Warsaw based colleagues and internal CBRE teams to facilitate operations and up/cross selling of other CBRE offerings
‒ Authorise head-lease rent and superior landlords’ service charge and insurance payments.
‒ Engagement in the service charge challenge process. Analysis of landlord’s service charge information. Challenging budgets and reconciliations, as appropriate, in conjunction with the client’s service charge specialists, if applicable.
‒ Minimise sub-tenants’ arrears and deal with tenant account queries, in conjunction with client accounting team.
‒ Negotiate and complete “minor” agreements, e.g. car parking licences, storage accommodation, communications facilities, wayleave agreements. Managing common area service charges and building management in conjunction with on-site staff.
‒ Where appropriate, instruct other professional colleagues within CBRE offices in relation to disposals, rent reviews, lease renewals, planning issues, dilapidations etc. and assisting with the delivery of those services to the client.
‒ Managing third party suppliers and close liaison with the clients other partner organisations.
‒ Obtain formal client approval to proposed decisions or recommendations, making clear concise recommendations and taking into account client considerations.
‒ Co-ordinate instructions on the client’s property closures to ensure all parties are informed promptly and all necessary actions are taken within specified timescales.
‒ Ensure that all data held for properties within the allocated region on the Database is up to date and accurate.
‒ Undertake lease audits.
‒ Operate within behavioural and procedural guidelines, including the use of systems (e.g. FAMS, Database tools)
Person Specification/Requirements
‒ Successful track record in commercial estates management ideally acting for occupiers
‒ Attention to detail
‒ Good organisational skills
‒ Client orientated, capable to adapt to a changing and demanding environment
‒ Ability to work under time pressure and to meet deadlines while managing conflicting priorities
‒ Strong communication skills
‒ Very responsive to emails/enquiries