Estate Services Manager

Respond is a leading Approved Housing Body and service provider working across Ireland for 40 years. We are growing rapidly in response to the housing crisis and are now looking for the right person who has the passion and skills to help us realise our vision.Our vision is that every family and individual in Ireland will have high-quality housing as part of a vibrant and caring community. This means working proactively with partners to create sustainable and vibrant communities where people want to live. Respond is committed to equal employment and growing a diverse workforce. If you do not tick every box there are likely other valuable attributes and skills that you have, that would make you a great fit for the organisation. We welcome applications from people of all cultures, nationalities, genders and from anyone who has historically faced social exclusion. If you feel this role is for you, then please apply. Role: Estate Services Manager Location: Dublin / Hybrid Reporting to: Head of Estate Services Terms: Full time 39 hours per week (Monday-Friday) Contract: Permanent full-time Salary: €70,125 - €90,000 gross per annum (Please note that offers are typically made at the beginning to mid-range of the advertised salary, based on skills and experience) Job Purpose: The Estates Services Manager is responsible for managing the operational delivery and oversight of estate management services across residential properties owned or managed by Respond. This includes overseeing contracts related to landscaping, waste management, cleaning, security, and other estate services. The role ensures that our estates services are managed effectively, meet all legislative and quality requirements, provide value for money and contribute to creating vibrant communities for Responds tenants. This will be done through overseeing the effective design, development and management of the estate services function through 3rd party contracts and Responds inhouse teams. Main Duties / Responsibilities ?Strategic Planning & Development: Contribute to the strategic planning of estate management services and future contract procurement. Identify opportunities for service improvements and implement innovative solutions to enhance estate service delivery. Contract Management & Oversight: Develop, implement, and manage contracts for estate services, ensuring adherence to agreed performance standards and budgetary constraints. Liaise with external contractors and service providers to ensure services are delivered as per contract specifications. Conduct regular contract reviews and performance appraisals, ensuring service quality and compliance with key performance indicators (KPIs). Ensure that all estate service contracts align with Responds policies, standards, and relevant legislative requirements. Budget & Financial Management: Prepare, manage, and monitor budgets for estate services, ensuring cost control and value for money. Oversee the financial aspects of estate contracts, including the approval of invoices, assessing financial reports, and forecasting future budgetary needs. Identify opportunities for cost savings or efficiency improvements without compromising service quality. Quality Assurance & Compliance: Ensure all estate services comply with relevant regulations, including health and safety standards, environmental regulations, and housing quality standards. Monitor and report on service levels to ensure that contractors meet or exceed the agreed quality expectations. Address and resolve any performance issues or complaints from tenants or stakeholders related to estate services. Tenant Liaison & Communication: Act as the main point of contact for tenants regarding estate services, responding to queries and complaints related to contract delivery. Engage with tenants to ensure estate services meet their needs and expectations. Conduct regular tenant satisfaction surveys to gather feedback on estate services and service delivery. Health, Safety & Risk Management: Ensure that all contractors comply with health, safety, and risk management policies and procedures. Identify and mitigate risks associated with estate services, and ensure that all activities are carried out safely and in compliance with relevant regulations. Coordinate inspections and audits related to health and safety compliance for estate services. Reporting & Documentation: Prepare regular reports on contract performance, service delivery, and budget status for senior management and stakeholders. Maintain accurate and up-to-date records of all contract documentation, including service level agreements, performance reports, and correspondence with contractors. Team Leadership & Development: Supervise and manage any internal teams and 3rd party contractors involved in estates services management, including providing guidance and support. Ensure that team members are appropriately trained on relevant procedures, compliance requirements, and customer service standards. Sustainability & Environmental Management: Promote sustainable and environmentally responsible practices within estate services,including waste management, energy efficiency, and landscaping practices. Incorporate green initiatives and sustainability goals into estate service contracts and delivery, supporting Responds environmental objectives. General: To work within Health and Safety guidelines in accordance with theSafety Health and Welfare at Work Act 2005. Ensure a strong culture of health, safety and well-being across the service to protect team members, contractors, suppliers and tenants through the delivery of the R&M service. Ensure compliance with Respond processes and procedures for the project and programme design including procurement and ensure full compliance with standing orders, statutory and other regulatory requirements. Be fully conversant and compliant with current EU Procurement Directives, procurement legislation and the Responds Procurement procedures. To work with communities, sometimes outside normal office hours, including weekends. To ensure that at all times service delivery informs reflects and supports the Responds prevailing aims and objectives. To work with colleagues across the organisation as required in support of organisational goals. To promote the Responds overall commitment to equality of opportunity/diversity at all times. To undertake all training and development initiatives as required. To work within the requirements of the Responds Environmental Policy and Management System. To undertake any appropriate duties required to meet the Responds obligations. Job Specific Education/ Qualification Requires undergraduate degree level Degree in Estate Management, Facilities Management, Property Management, Business Administration, or a related field (or equivalent experience). Relevant certifications or qualifications in contract management, health and safety, or property management are highly desirable. Technical Skills Demonstrable experience in administering and managing contracts. Experience of managing all aspects of estate and residential building H&S and compliance Demonstrable experience in developing and managing budgets. Have the ability to understand, complex financial data, and to develop business and financial plans Experience This position requires 5-8 years of experience. Other desired skills / attributes Significant experience in managing contracts and service delivery in estate management,facilities management, or a related area. Demonstrated experience in budget management and financial oversight. Previous experience in working with contractors, suppliers, and external service providers. Respond are seeking an experienced individual with a proven ability to work on their own initiative within a flexible team structure. The successful candidate will possess excellent communication skills and have the capacity to influence and motivate others. Working as part of a team with a friendly and positive approach are essential factors. Excellent oral and written communication and interpersonal skills with a strong ability to tailor your approach to meet the need of the audience. Ability to prioritise workload including being able to manage conflicting priorities, setting targets and monitoring performance Good problem-solving skills. Strong contract management skills with a clear understanding of service level agreements (SLAs), key performance indicators (KPIs), and service delivery management. Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously. Strong problem-solving abilities, with a proactive approach to resolving issues and improving service delivery. Excellent communication and interpersonal skills, with the ability to engage effectively with tenants, contractors, and other stakeholders. Knowledge of health and safety regulations, property management laws, and industry best practices. Ability to work independently, as well as part of a team, in a dynamic environment. Familiarity with sustainability practices, particularly in relation to estate and property management Commitment to providing a tenant-focused service. A methodical approach to detail and the ability to think laterally in the best interest of all parties. An ability to hold contractors and agents to account and to ensure the highest level of service is being received. Strong Leadership Capability and influencing skills. Open to learning and development opportunities Able to work unsupervised and work with integrity Results focussed and values driven Must have full clean driving licence and access to own car Ability to influence others to deliver on CR targets. Knowledge of the Approved Housing Bodies sector and in particular the cost rental model of housing. Closing date for applications is Friday, 15th March 2025. Skills: Budget mgmt Contractors Negotiations