Estate Officer

To assist the Head of Service and Estates Manager in the effective management of the Council’s General Fund land and property estate, comprising a diverse portfolio including retail, industrial, community, and office assets. The postholder will provide professional estate management and administrative support, managing a defined caseload of properties and ensuring services are delivered efficiently, in accordance with Council policies and relevant professional standards.

Main Duties and Responsibilities

Estate Management

• Assist in the day\-to\-day management of the Council’s General Fund land and property estate in accordance with Council policies, specifically the Scheme of Delegation.
  




• Manage a personal caseload of properties, undertaking lease renewals, rent reviews, licence agreements, insurance recharges, new lettings, and lease terminations.
  




• Deliver an efficient and high\-quality estate management service in a timely manner, applying RICS principles where appropriate.
  




• Develop and maintain effective landlord and tenant relationships, ensuring clear, appropriate, and timely communication with tenants.
  

Lettings, Marketing and Inspections

• Manage the marketing, negotiation, and completion of new lettings for vacant units within the portfolio.
  




• Undertake property inspections, viewings, and marketing activities as required.
  




• Where necessary, instruct and manage external consultants for more complex property lettings.
  




• Undertake and maintain a regular and evidenced programme of inspections of land and buildings for a variety of purposes.
  

Property Administration and Finance

• Manage property administration relating to tenant rent accounts, including raising rent invoices, setting up and terminating tenant accounts, and resolving rent arrears.
  




• Administer service charge accounts for retail and industrial assets, including:
  

  
  
  
  

  • Preparing annual service charge budgets and reconciliations
    

  
  

  • Producing schedules and cost reports
    

  
  

  • Liaising with tenants
    

  
  

  • Raising invoices and credit notes
    

  
  

  • Ensuring property accounts are accurate and up to date
    

  
  

  • Presenting service charge information to the Estates Manager for review and approval
    

  
  



• Assist with the annual asset valuation process for financial accounting purposes, liaising with auditors and external valuers and providing supporting information as required.
  

Communication and Liaison

• Develop and maintain effective working relationships with internal Council departments, including Legal Services, Finance, Business Support, Business Rates, Housing, and Economic Development, to support a coordinated and corporate approach to estate management.
  




• Manage the property generic inbox, maintaining accurate records and coordinating timely responses to enquiries.
  




• Respond to general enquiries regarding the Council’s property estate from internal departments and external parties, providing professional property advice where appropriate.
  

Reports, Access and Third Parties

• Deal with requests from third parties and utility providers for access to Council\-owned land and property, negotiating terms and putting appropriate agreements in place where required.
  




• Undertake investigations into property\-related matters and assist in the preparation of draft reports for delegated decisions and submission to Cabinet.
  

General

• Carry out any other duties commensurate with the scope and grading of the post as required by the line manager or Head of Service.
  




• Maintain high standards of service delivery and comply with all Council policies, including equality and diversity, health and safety, and data protection requirements.
  




• Participate in training and development activities necessary for the effective performance of the role.
  

Requirements

Qualifications & Knowledge

• GCSEs (or equivalent) in English and Maths at Grade C/4 or above.
  




• Working knowledge of property management, estates administration, or a related local authority or commercial environment.
  




• Understanding of landlord and tenant matters, including leases, licences, rent reviews, and service charges.
  




• Knowledge of local authority governance, policies, and procedures, including delegated decision\-making.
  

Experience

• Experience of working in a property, estates, housing, legal, or asset management environment.
  




• Experience of managing or supporting the management of a property portfolio or caseload.
  




• Experience of property\-related administration, including rent invoicing, account management, and dealing with arrears.
  




• Experience of liaising with a range of stakeholders, including tenants, internal departments, and external consultants.
  

Skills & Abilities

• Ability to manage a varied workload, prioritise tasks, and meet deadlines.
  




• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with a wide range of audiences.
  




• Good organisational and administrative skills, with attention to detail and accuracy.
  




• Ability to build and maintain effective landlord and tenant relationships.
  




• Confident in dealing with enquiries and providing professional advice within own area of responsibility.
  




• IT literate, with experience of using property databases, financial systems, and Microsoft Office applications.
  

Other Requirements

• Ability to undertake site inspections, including visiting a variety of land and property assets.
  




• Willingness and ability to work outside normal office hours when required.
  




• Full driving licence and ability to meet the requirements of a Designated Car User.