Estates Manager

Role Overview:

An Estates Manager (EM) is required to lead and deliver a best-in-class estate management service across all Hill developments. Reporting to the Head of Estates or senior leadership, the EM will be accountable for the setup, oversight, and ongoing management of residential estates, ensuring that all developments are maintained to the highest standard in line with legal, regulatory, and company requirements.

The Estates Manager will develop and implement estate management strategies, oversee managing agent performance, and act as the key point of contact across internal departments and external stakeholders. This role will involve significant cross-functional collaboration with Legal, Development, Technical, Sales & Marketing, and Customer Service teams.

Role Scope:

Responsibilities include (but are not limited to):

• Lead the setup of new developments, including the incorporation of Management Companies and appointment of managing agents.
• Own and oversee the full tender process for managing agent appointments across all Hill developments.
• Coordinate and ensure the accuracy and completeness of documentation for handover to managing agents.
• Manage the estate setup process to ensure readiness for sale in alignment with operational and commercial milestones.
• Lead the handover of completed developments to managing agents, ensuring a seamless transition.
• Take responsibility for the day-to-day management of Hill-owned properties and communal areas.
• Monitor and review the performance of managing agents, using data and reports to drive continuous improvement.
• Respond to and resolve complex resident and leaseholder enquiries and complaints in a timely and professional manner.
• Liaise with the Accounts Department to ensure rent collection and oversee credit control processes.
• Conduct regular site inspections to ensure standards of cleanliness, safety, and maintenance are upheld.
• Attend pre-handover inspections and ensure defects and snags are documented and resolved prior to occupation.
• Provide estate management guidance to internal departments throughout development and post-completion phases.

Key Internal/External Relationships:

• Act as the lead point of contact for residents and leaseholders on all estate management-related matters.
• Collaborate with Legal, Development, Technical, Production, Sales, and Customer Service teams to ensure estate management considerations are integrated throughout project lifecycles.
• Manage and liaise with third-party managing agents and service providers.

Key Results Areas:

1. Health & Safety

• Ensure compliance with all relevant Health & Safety legislation, including:
• Health and Safety at Work Act 1974
• Management of Health and Safety at Work Regulations 1999
• Construction (Design & Management) Regulations 2015
• Regulatory Reform (Fire Safety) Order 2005
• Champion a culture of safety across all Hill-managed estates.

2. Quality

• Ensure all Hill Residential procedures are followed consistently.
• Oversee performance of managing agents in line with agreed KPIs.
• Ensure all estates are managed in line with the RICS Service Charge Residential Code.
• Ensure appropriate service and maintenance contracts are in place and managed efficiently.

3. Delivery

• Lead and manage all estate and service charge-related enquiries and disputes.
• Manage leasehold and freehold queries (e.g. LPE1 and FME1 packs).
• Contribute to and review handover documentation, Sales Brochures, and Sales Important Notes.
• Liaise with letting agents for tenancy agreements, deposit management, and issue resolution.
• Coordinate with Customer Service teams for repair and maintenance issues within Hill-let properties.

4. Financial

• Lead the review and approval of service charge budgets across Hill developments.
• Oversee calculation and processing of void service charge payments.
• Work with Accounts to monitor rent arrears and manage credit control measures.

5. People

• Promote estate management best practices across Hill’s internal teams.
• Support and mentor junior staff or Assistant Estate Managers where appropriate.

Success Measures:

• Timely setup of sites for management and sales launch.
• Efficient transfer of managed land to Management Companies and resignation of Hill directors.
• Consistent delivery of monthly Estate Management reports with actionable insights.
• High levels of resident and leaseholder satisfaction.
• Demonstrated compliance with health, safety, legal, and regulatory standards.

Skills, Experience & Attributes:

• Minimum 3–5 years' experience in residential estate/block management, ideally with freeholder or developer-side exposure.
• IRPM membership (Associate or above); MIRPM or working towards preferred.
• Proven experience setting up new developments and preparing service charge budgets.
• Strong understanding of the Landlord & Tenant Act, RICS Code of Practice, and residential property management legislation.
• Comprehensive understanding of Health & Safety obligations, including Building Regulations 2021 and Regulation 38.
• Strong commercial and financial acumen related to property management.
• Excellent written and verbal communication skills.
• Skilled in negotiation, problem-solving, and conflict resolution.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Self-motivated, organized, and able to manage multiple projects under pressure.
• Strong relationship management skills, both internal and external.