Estate Manager - Oxford Science Park West

Purpose of the Role

The Estate Manager will be responsible for the safe, compliant and efficient operation of The Oxford Science Park West, a leading science and innovation campus comprising laboratory, research, office and associated estate facilities. The role will lead the delivery of estate management, facilities management, health and safety compliance, service charge management and occupier engagement across a technically complex environment that supports science, technology and life sciences businesses.

Acting as the principal day-to-day representative on site, the Estate Manager will work closely with the client, tenants, service partners and wider Savills team to ensure the estate is maintained to the highest standards, supporting business-critical operations whilst delivering an exceptional occupier experience.

Key Responsibilities

· The management of the estate & buildings at The Oxford Science Park West.

· Undertake site checks across all common areas of the buildings and estate on a regular basis, having regard for state of repair.

· Ensure compliance at all times with operational standards.

· Build and maintain an effective relationship with clients, tenants and other stakeholders, including TOSP.

· To attend/undertake regular tenant/client meetings.

· To prepare, issue and present periodic client reports.

· Undertake periodic reviews of the budget against expenditure.

· Develop an understanding of occupier operational requirements within laboratory and science environments and ensure estate services are delivered in a manner that supports business-critical operations.

· Prepare and manage annual service charge budgets, monitor expenditure and investigate material variances.

· Review and approve invoices and purchase orders within delegated authority levels.

· Maintain appropriate records and ensure expenditure is correctly allocated.

· To lead on and undertake regular procurement/tendering exercises to strive for best value services.

· Adopt a proactive and effective communication approach with clients/tenants;

· In conjunction with the Regional Facilities Manager (RFM) provide efficient, effective and economic building and estate related facilities management services to all managed areas of the sites development. This includes the “Common Areas” of the estate and buildings.

· Plan and manage all works and projects on buildings, estate areas, ensuring compliance, to include liaison with service providers, developers and professionals.

· Lead and manage the estate team in delivering site-wide services, maintaining accurate IT-based reporting systems and ensuring the effective management of planned and reactive maintenance, record keeping and operational risk.

· Supervise service contracts and maintain up-to-date records of all work carried out by contractors.

· To be responsible for the management of health & safety files, operational and maintenance manuals and all information, specifications and drawings pertinent to the site, inclusive of updating and archiving.

· In conjunction with the RFM, manage outsourced service providers and the in-house team to ensure security, cleaning, landscaping, maintenance and repairs (fabric and mechanical and electrical) are coordinated, adhering to written service level agreements and the required specification as detailed in operational and maintenance manuals.

· Assist the site Estate Team in the management and use of CCTV systems in accordance with data protection legislation, creating links with Council ASB Enforcement and the Police.

· Manage contractor site access and permits to work for service provider contracts, proactively ensuring the maintenance of sound working relationships and tight standards of financial and contract management.

· Manage the site’s waste management plan and its practical application across the whole site, inclusive of liaison with the Council and local refuse collection agencies.

· Manage the defects liability process, ensuring all defects identified are inspected, logged and resolved through the established defects procedures, recording and reporting on progress as required.

· Nurture and support more junior members within the team. Direct and inspire the junior team members, particularly around best practice;

· Walk the public areas on a regular basis throughout the day checking on cleanliness, maintenance, landscaping etc.

· Work with the client, tenants and service partners to support the delivery of the estate’s sustainability objectives, including the monitoring of energy, utilities, waste and environmental performance.

Safety & Security

· Ensure that the day-to-day running of the buildings and estate is effective and efficient.

· Ensure that all personnel complete duties to the highest standard and are well presented.

· Keep service areas in a clean, tidy and secure condition and control vehicular traffic in these areas.

· Ensure all accidents and near misses are recorded and attend to any serious incidents that occur.

· Monitor and replenish first-aid supplies and ensure sufficient appropriately trained first aiders are available on site.

· Ensure that fire and health and safety regulations are adhered to in all buildings by inspection, checking the signs, advising on defects, improvements required, etc.

· Monitor and maintain Health and Safety Records in accordance with the frequency required by the site Health and Safety manual.

· Ensure compliance with all statutory requirements and codes of practice, health and safety requirements.

· Maintain overall control of the security operations, paying particular regards to incident response and customer care.

· Liaise with tenants/client and the Police in any reported incidents on site.

· Ensure that all insurance risk control requirements and, where appropriate, recommendations, are undertaken.

· Ensure that daily checks are undertaken of the common areas of the estate and buildings and that all necessary remedial works are undertaken within a reasonable time period. Where remedial works are required immediately, the area in question must be cordoned off and made safe for all visitors, tenants, etc.

· Ensure that all health and safety and insurance details are updated and kept on site in respect of the retained contractors.

· Control and monitor the keys for all common areas in the buildings and any estate serviced areas

Enquiries

· Deal with enquiries from the client, tenants, contractors, the public, or whoever may have reason to make contact.

· To respond to and manage enquiries and complaints with all stakeholders in mind, ensuring they are resolved or escalated to management, as appropriate.

Public Relations

Establishing and developing good relations and partnerships with various authorities and local agencies, notably:-

o Local authority

o Police

o Fire brigade

o Public transport providers

Promotions/Events

· Ensure that any promotional activities and events on site are carried out with due care and attention to the health safety and welfare of staff, customers and tenants .

Staff

· Working with site staff and contractors towards achievement of their goals.

· Identifying and implementing training and development programs and pursuing suitable training solutions.

· Ensure that both in-house staff and contractors are smart and well presented at all times.

Quality Assurance

· Devising a training program for all on-site staff, where required

· Adhering to all quality assurance requirements.

Skills, Knowledge and Experience

Essential

· Minimum of 3-4 years relevant industry experience

· Knowledge and/or experience managing services to an agreed budget.

· Able to work on own initiative and meet tight deadlines.

· Personable and used to dealing with clients

· Excellent communication skills.

· Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of the client

· Available to be based on site 5 days per week.

· Natural problem solver

· Ability to use full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook.

Desirable

· Supervisory or management-level operational experience within a science park, laboratory, research and development, life sciences or other technically complex property environment.

· Knowledge of Mechanical and Electrical equipment and their operations

· NEBOSH General Certificate and IOSH Managing Safely or an equivalent recognised health & safety qualification.

· First Aid qualifications.

Working Hours - 08:00 – 17:00 Monday to Friday