The Assistant Estate & Events Manager will responsibility for assisting the estate & retail manager and events & enlivenment manager with day to day operations on the estate, ensuring that the values and policies of Savills and Television Centre are adhered to throughout all service delivery. This role combines estate management and event delivery responsibilities to deliver high-quality experiences for residents, occupants and visitors to the Television Centre.

In the absence of the estate manager or the events manager, the assistant estate & events manager will be the main point of contact for occupiers and services partners associated to the estate.

They will work with the TVC team and wider Savills team to ensure all involved are delivering to the appropriate standard set by the estate client services director and the standards of the client.

They will drive and maintain the usage of effective management systems and procedures in the delivery and continuity of service of the security, M+E, cleaning, health & Safety, events and customer service within the wider estate.

The assistant estate & events manager will contribute to the management of health, safety and wellbeing for all users of the Television Centre Estate, and where directed, drive initiatives across the estate.

The assistant estate & events manager will work with both the estate and events manager to set and help manage economically competitive commercial service charge budgets within the agreed timeframes. They will also have involvement in the management of spend throughout the service charge year and ensure all quote are sourced inline with the Savills procurement policy.

The assistant estate & events manager will ensure all administrative tasks associated to the estate are completed stored centrally to a high standard.

Key Responsibilities

• Assist the estate & retail manager with frequent and efficient communication on relevant issues with estate occupiers and become the main point of contact for occupiers at times where the estate manager is unavailable.
• Attending occupier meetings ensuring minutes and notes are documented to a high standard and actions are completed within a timely manner.
• Work with estate service partners and other Savills colleagues who may interact with the occupiers to ensure a consistent approach to communication is used including appropriate communication used, tone, content, and language as agreed by the estate manager.
• Assist the events & enlivenment manager with frequent and efficient communication on the set-up, execution and breakdown of estate events including events physical set-up and breakdown requirements.
• Ensure that good relations with all key stakeholders are established and maintained by driving the TVC vision and values through effective communication.
• Ensure a self – motivated and can-do attitude is promoted.
• Ensure a methodical, measured approach is promoted and encouraged throughout the team when resolving issues.
• Support the estate and events manager in maintaining the highest standards of service delivery encompassing innovation, sustainability and customer focus.
• Actively engage in ESG initiatives and promote with occupiers and partners by driving the adoption of policies and procedures.
• Support the estate and events managers with ensuring that the sustainability ESG agenda is fully embraced including developing links with local authorities, neighbours and local community groups.
• Work with the Asset Management and estate team to support the client’s events and community programmes.
• Support marketing efforts pre and post events, contribute the property website & social media retailer update's via PR / Social agencies creating interesting and usable content.
• Support with monitoring filming inbox and approving filming requests and communicating filming bookings.
• Uploading articles, events and retailer offers to the TVC Work and Home Apps.
• Administer the TVC Portal and contribute to its development and encourage consistent site use.
• Monitor event inventory and restock items as and when needed.
• Assist with preparing client and internal team reports and presentation.

M&E

• Work with the estate manager to identify and ensure reactive tasks are completed on the estate to a safe, timely, complaint level.
• Support the estate and events managers to ensure all assets are maintained to an optimum level.
• Regular review of permit system to take place ensuring all permits are active and expired permitted closed.
• Regular review of the helpdesk to ensure jobs raise are being actioned by the appropriate team and jobs are being updated on the portal.
• Ensure house rules & regulations and procedures are followed and permits to work for all contractor or eventing activities on the estate are followed.
• Have a basic understanding of maintenance, and compliance. Seek further training or guidance in areas where required.
• Have some knowledge and experience with regards to work permits, event permits, occupier fit outs, landlord works and understand when additional assistance/ sign off is required by senior and/or specialists.

Contract Management

• Attend monthly KPI meetings with service partners, encouraging open discussions with the services partners on performance in an honest and professional way.
• Ensure that outstanding and / or underperformance of service partners is discussed and documented with the appropriate people. In conjunction with the estate and events manager areas of improvements should be discussed with the services partners and clear, realistic targets agreed.
• Report on Service Partner + KPI and SLA reviews.
• Have a basic understanding of the key technical, building, fabric, specialist stakeholders and supply chain ensuring faults or conflicts can be escalated and resolved in a timely manner.
• Support the estate and events manager with the development of strong relationships of all site delivery partners and ensure all parties work in a harmonious manner in support of the estate.
• Escorting contractors, insurance inspections, auditors where appropriate.

Service Charge and Reconciliation

• Have an understanding or the service charge budgeting process and maintain agreed budgets.
• Raise Purchase Orders and approve Invoices within approved time frame.
• Monthly review of service charge expenditure to take place and unrequired orders closed. Invoices received by services partners and contractors to reviewed and missing invoices to be raised with supplier.