Assistant Estate Manager FTC - Sugar House Island, Stratford

Purpose of the Role

The Assistant Estate Manager plays a pivotal operational role supporting the Estate Manager in the day-to-day management and delivery of all estate services across Sugar House Island. The role bridges compliance, contractor performance, asset integrity, and occupier satisfaction, ensuring seamless and efficient estate operations.

This fixed-term maternity cover is an opportunity to step into a highly visible estate leadership role within one of London’s most innovative mixed-use properties.

Key Responsibilities

• Support the delivery of a consistent, high-quality estate experience for occupiers and visitors by overseeing daily operations and public realm standards.
• Act as the first point of escalation for all soft and hard FM services, ensuring KPIs and SLAs are tracked, reported, and enforced.
• Co-ordinate and monitor reactive, planned and project-related works via Vantify (elogbooks), working closely with service partners to ensure timely delivery and clear reporting.
• Maintain operational oversight of estate security and cleaning contracts, including daily liaison, contractor meetings, and compliance documentation.
• Monitor and co-manage the delivery of health and safety, fire safety, and statutory compliance activity in collaboration with the Estate Manager and consultants.
• Ensure external estate and building frontages are inspected regularly and remedial actions followed through.
• Assist with the coordination of audits, including BMS, energy consumption, BREEAM, and environmental targets (via Mestro, DataStation etc.).
• Act as operational lead for occupier-facing requests, including access control, deliveries, signage, permits, and front-of-house service delivery.
• Provide leadership support to the Estate Administrator, overseeing administrative functions, issue resolution, and helpdesk performance.
• Manage the collation of operational and compliance data for reporting purposes, including monthly updates, KPIs, and service charge support.
• Maintain active oversight of the estate’s energy and environmental performance, supporting carbon reduction targets in line with client ambitions.
• Deputise for the Estate Manager in day-to-day operational matters as required, maintaining stakeholder confidence during periods of absence.
• Support incident management and ensure timely completion of incident reports, near miss tracking, and post-incident actions.
• Participate in regular site inspections, including the public realm, roof spaces, M&E plant, and back-of-house areas, logging issues and driving resolution.
• Work closely with the occupier engagement team and contribute to placemaking activations, communications, and social initiatives.
• Manage contractor performance reviews, ensuring all service partners are delivering to agreed standards and escalating underperformance.
• Track and report permit-to-work activity, ensuring the Cureoscity platform is kept up-to-date and aligned with site access and RAMS requirements.
• Maintain familiarity with all building systems, support minor fault diagnosis, and liaise with contractors for resolution.
• Manage estate inventory, access devices, car parking allocations, and back-of-house facilities.
• Actively contribute to continuous improvement across estate operations, service partner integration, and occupier satisfaction.

Skills, Knowledge and Experience

Minimum 3 years’ experience in a property or estate administrative role, or, a minimum 2 years’ experience in a similar assistant management role, ideally, withing a commercial environment.

Strong working knowledge of health & safety legislation, statutory compliance, and risk management frameworks.

Proven experience managing contractor performance across M&E, cleaning, and security disciplines.

Familiarity with BMS, CAFM systems (ideally Vantify/eLogs), and compliance portals (e.g., DataStation, Cureoscity).

Proficiency in Microsoft Office applications (Excel, Word, Outlook, Teams) and confidence handling digital reporting tools.

Excellent organisational skills with the ability to manage multiple tasks and priorities simultaneously.

Strong interpersonal and communication skills with an ability to build trust and rapport with occupiers, contractors, and clients.

Demonstrated ability to manage issues proactively, with a focus on solutions and collaborative problem solving.

Experience contributing to service charge budgeting, quarterly reporting, and contract administration.

IOSH Managing Safely or similar H&S certification is desirable; willingness to complete this training is expected.

Working Hours - 12 month FTC, maternity cover. 09:00 – 17:30 hrs

Salary - £40,000 to £45,000 experience dependant

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Please see our Benefits Booklet for more information.