Job description

Cardiff Bay, Estate Manager Be the face of the beautiful environment that is Prospect Place in Cardiff. We're looking for someone who can take charge, inspire and motivate others, and ensure everything on site runs smoothly.

This is a practical and varied role and the suitable applicant will have previous management level experience from a property, retail, logistics or leisure background - someone who can read a lease and ensure the paperwork is done right also!

You will be overseeing smooth running of estate, working directly with principal to plan and execute a management plan of the property and grounds. You will be supervising and managing the day to day operations of Prospect Place

Hours: Monday to Friday with one Saturday or Sunday per month

Job Types: Full-time, 

Permanent Benefits: On-site parking S

chedule: Monday to Friday 

Supplemental pay types: Commission pay 

Work Location: One location

ou will:

• need previous man management skills, to task, check and raise cleaning standards: including scheduling communal deep cleaning in rotation
• need to carry out daily checks to know that equipment on site is running, the site is safe and to raise Works Orders when not
• be quick to learn the functions of equipment on site from visiting contractors, as well as what planned maintenance is required
• manage the budget to achieve value for money and negotiate maintenance contracts 
• track the planned maintenance due and check off maintenance inspection reports and leave no stone unturned to action recommendations to keep residents safe 
• engage with professional advisers on fire, health and safety issues and keep good audit trail 
• analyse spending levels, look for savings, schedule cyclical decorations and recommend the annual budget for Client sign off All that said you will have a cool head in a crisis, great people and customer skills along with a hands on leadership style so that everyone on site knows you and knows that you like after the site based team. 

Duties to include but are not limited to:

Primary responsibilities

• Management of on site staff
• Resident Meetings
• Preparation of newsletters with head office team
• Ensuring all health & safety items/issues are dealt with efficiently and effectively 
• Working with Facilities Manager ensuring all compliance is undertaken
• Responsible for training/organizing training for on-site staff
• Managing the budget, PPM & reactive repairs instructing works (aided by Junior Property Manager and Customer support team) 
• Working with Facilities Manager in appointing and overseeing contractors
• Completion of regular inspections of the development and appropriate reporting
• Uphold the lease and estate policy
• Assist in collection of arrears 
• Act on nuisance behaviour and other lease breaches (supported by your Head Office Legal Officer)
• Responding to leaseholders and directors in a timely manner
• Liaising with directors on a monthly basis regarding outstanding issues 

Ringley Wales & West office is a dynamic, innovative and highly regarded block management provider to flats in the Cardiff Bay area and also is host to a specialist legal leasehold team who also use their expertise in the Conveyance of flats and homes throughout Cardiff and the surrounding area. 

The Team is deliberately located in the Bay; we are close to our customers and pride ourselves on the highly personal, credible and responsive service that is increasingly appreciated by circa 1500 flats  and sought after by many more blocks as we continue our drive to be the Bay specialist provider. We place the owner and resident first in our considerations every time. We see people, clear communications and excellent service as our primary objectives. 

We are a great place to work and learn. The senior team is highly experienced and is equally keen to mentor and develop less experienced property and legal professionals. The service enjoys first class supportive tech for clients and clients  enjoy the personal touch and approach of our team as we meet with them in person regularly and raise the standards of services to their homes because we focus on a  5 mile radius of focus. Many competitors focus on corporate emails and scheduled visits which misses some of the key points clearly sought in the management of people’s homes and communal areas. 

If you share our ethos and enthusiasm for service to the residents of Cardiff Bay come and see us !

Concierge Job Description

Job Title: Concierge

Location: River Heights

Responsible to: Ringley Property Manager

Person spec: Working within a prestigious

EXAMPLE OF SERVICE LEVEL AGREEMENT WITH SITE STAFF Concierge/Caretaker – Service Level Agreement (SLA)

Primary purpose of your role: Stand up, smile, service, security

Stand up : we are here to greet, that means taking the first step 

Smile : breaks the ice, makes people feel welcome

Service: if we don’t add value to life at Stratford Riverside, then why are we here?

Security : as protectors of the building it is our business to know who’s in, who’s out, and who’s working on site and about 

Job description:

Stand up:

• Stand up, its your job to take the first step, not doing so makes the Concierge Service look ignorant, rude and inept 

• Get up, get out, be seen, be bright, meet and greet and aim to delight

• If you leave the desk, put up a friendly note and offer the reception phone to connect people to you whilst out and about

Smile:

• Be the first to smile and offer a Stratford Riverside greeting, remember residents are just as important as officials visiting on meetings

• Be seen to sweep, polish and clean the reception area, always brush your teeth, polish your shoes and remember to comb your hair

Service:

• Don’t leave it or look around for someone else to do your job, if it happens in your shift, it’s your responsibility to deal with no matter what

• It’s not what you do but the outcome achieved, so work smarter, not harder, in a crisis take a deep breath, refocus and lead

• Read the meters, deliver the post, log events and maintenance on the news board, take photos of events or nuisance, damage or discord

• It’s you who brings this building to life, you are required to take part, not doing so will bring you trouble and strife

• Safety first, yours, the owners, the visitors and trades too, see anything dangerous, ask the person to stop & phone the Managing Agent too

• If standards of cleaning or gardening or behaviour should slip, it’s a reflection on you, whether you want your job or want to quit

• Complete and upload your checklist on each shift no matter what, this shows the Concierge Services cares about the building right round the clock

• So get up, point out, pitch in, suggest and keep the Managing Agent informed, and most of all take pride you’re in a Stratford Riverside uniform!

• Enjoy your holidays, family time and plan in advance, get your job share partners to cover for you and do the same for them when you get a chance

• It’s your job to stop the building becoming stale or for lawn, never sleep on the job or be seen to yawn!

Security:

• Log every visitor in your log book and help them find their way, take a photo of each contractor on site even if its just a short stay,

• Issue passes, check credentials, remember your responsible for keeping unauthorised personnel out, check the building policies and procedures manual or with the Managing Agent if in doubt

• Hold keys, monitor estate agents as if each apartment were your own - if in doubt contact the Managing Agent by picking up the phone

• Run the building like you own it for keeps, polish your desk area at the beginning of each shift, pick up all litter, take in parcels and gifts 

• Know who lives, who’s renting, a guest or just passing through, make sure they know you and all the hard work you do Client visible outcomes

• Daybook of events and maintenance jobs completed

• Daily log book, who’s in, who’s out

• Upload webcam photos of contactors/trades on site

• Concierge news board

• Committee news board

• Upload webcam photos of any temp staff to the Concierge team board

• Concierge HR Centre for the Concierge to see each other’s shifts, book holidays, log sickness and operate under “job share principles” to swap shifts with each other

• Next site visit / block meet: forthcoming site visits & meetings, AGM, EGM dates, committee meetings

Primary responsibilities

• Day to day responsibility for the running of the development. Including overseeing service providers, security, and ensuring proper use of the building.

• Manage all onsite facilities and control access to the building.

• Greet all visitors and residents as they enter the building.

• Sign in all visitors to the development.

• Full walk round of all communal areas of the development including allocated car park bays and leisure facilities on a daily basis.

• To maintain the virtual concierge logbook online, which should include logging who enters tenant flats and when.

• Daily patrol to be recorded in the virtual concierge logbook online reporting any issues identified.

• Maintain site records on the virtual concierge.

• Maintain service sheets and reports on site as required. 

• Ensure that the leisure facilities are open from 6am and closed by 10pm.

• Liaise with leisure facilities staff or contractors to ensure smooth running and operation including coordinating maintenance and servicing matters.

• Oversee parking in allocated bays, reporting any issues or liaising with enforcement if needed.

• Ensure that the building and site is kept clean and tidy at all times and report any issues.

• Supervise the performance of cleaners working in apartments and communal areas, reporting any issues for action.

• Arrange oversight of all contractors and other service providers and ensure works are completed and Ringley, Residents are updated.

• Coordinate access for contractors to complete works to apartments, ensure completed in timely manner and Ringley updated.

• Arrange for repairs and to check repairs and maintenance when completed.

• To update the Property Manager on works completed or still to complete.

• To assist with tenant viewings if instructed by Ringley.

• Manage programming/replacement of key fobs and releasing keys to new residents, letting agents, contractors, etc.

• Ensure all keys are coded and held securely and are signed for on release/return and records kept.

• Liaise with head office to coordinate contractor attendance on site to undertake minor repair works as necessary.

• Arrange for any spillages or marks to floors or walls to be cleaned in the absence of the cleaners.

• Ensure all entrance doors lobbies are clean and well presented at all times.

• Ensure walkways are clear at all times. If there is something causing obstruction, to remove or report as appropriate.

• Coordinate with window cleaners to arrange access and to keep all residents informed of cleaning dates.

• To arrange to test the fire alarm, emergency lighting and any other mechanical and electrical safety systems and keep adequate records available for inspection.

• Check all fire doors are closed and in good order.

• Ensure that safe working methods are used by contractors when on site at all times.

• Monitor CCTV and arrange image downloads as needed.

• Parcel receipt and delivery for residents.

• Development induction for new residents including location of bin stores, mail boxes, car park and other shared services.

• Obtain and record meter readings for tenants on request.

• Feedback any information to and from residents as required by Ringley.

• Respond to all resident queries and provide a high level customer service to tenants and letting agents.

• Ensure noticeboards are kept up to date and relevant.

• Assist residents with any questions about their apartment or the development. This includes assisting with identifying if a repair is needed.

• Ensure all petty cash is accounted for, receipts kept and log of items maintained. Petty cash to be kept in locked safe box at all times.

• Landscaped areas – turn tap/timer on and off, as guided on your shift rotation.

• Patrol estate to prevent and detect signs of intrusion and ensure security of buildings’ equipment, doors, windows, and gates.

• On your hand held PDA complete SSIs (Site Staff Inspections) to take photos and note reports of daily activities and irregularities, such as equipment or property damage, theft, presence of unauthorized persons, or unusual occurrences.

Are you an agile and adaptable individual, highly skilled in people skills and customer focused?  If so, we want to hear from you.

RISSS is a dynamic and innovative people led business.  We believe that the most valuable asset of any business is its people, and look to help you on your journey of personal development through symbiotic development with us.  

We use cutting edge tech, and innovative platforms, to deliver the highest standards to our clients.  If they are happy we are happy, and so work with the best people, helping you develop on your career path, through mutual learning and raising standards.

We utilise technology to report to clients in real time, and deliver the best gold plated service as a provider of roles within the property industry.  Whether it is concierge, housekeepers, estate operatives, building managers, we help you deliver the very best standards to our clients, and reward those highly motivated self starters that can deliver the optimum service that we believe our clients deserve.