Estate Manager Facilities Manager

The Chapel Estate Manager indeed plays a crucial role in ensuring the smooth operation of the estate. They work closely with various stakeholders, including the Trustees, Congregation, Minister, tenants, and commercial clients, to manage and maintain the premises effectively.
The historical significance of the Chapel Estate buildings, being mainly constructed in the 19th century and classified as Grade 2 listed, adds a unique layer of responsibility for the Chapel Estate Manager. This includes ensuring that any maintenance or renovations respect the architectural and historical integrity of these structures.
Managing such a historical estate involves careful planning and coordination to preserve its heritage while accommodating modern needs. The Chapel, Channing Hall, the Octagon Staircase, and the Surrey Street Retail premises all contribute to the estate's rich history and character.
This role offers you the chance to be a vital cog in this historic building's operation and to meet a variety of different people along the way.For the right candidate, this role could be seen as a job for life and something that will keep you interested throughout the course of your career, with no two days the same.
For more information on this historic building, then visit the Upper Chapel website: Upper Chapel Unitarian church in the city centre of Sheffield (upperchapelsheffield.org.uk)
Salary

Starting Salary: The annual starting salary ranges from £37,500 to £42,500, depending on experience and qualifications.

Holidays: 23 days plus Bank Holidays

This role requires a well-rounded individual who can manage both the historical and commercial aspects of the estate efficiently.The Chapel's business model is quite robust, relying on two main income streams:

Premises Hire: This includes the Chapel, Channing Hall, and other meeting rooms within the estate. With up to 200 bookings per year, clients range from cultural and educational institutions like Music in The Round, Docfest, and Sheffield University, to various events such as music concerts, market research sessions, conferences, meetings, and receptions.

Rental Income: This comes from the seven retail units located at 35 - 49 Surrey Street. These units provide a steady stream of rental income, contributing significantly to the estate's financial stability.

Main Responsibilities
The Chaple Estate Manager has a well-defined set of responsibilities, ensuring the efficient and safe operation of the estate. Here's a summary of the key duties:

Safety Management: Overseeing the maintenance and updating of health and safety documentation, PAT testing, organ tuning, lift maintenance, fire equipment checks, and security alarms.

Security Management: Coordinating with other premises users to manage the security of the estate, which includes two operational alarm zones.

Relationship Building: Establishing and maintaining positive, constructive, and professional relationships with trustees, the Minister, Congregation, staff, visitors, tenants, and neighbouring property owners.

Rent and Lease Negotiations: Handling rent reviews for retail units and liaising with Upper Chapel Solicitors to set up rental agreements in conjunction with the Trustees.

Staff Supervision: Supervising the caretaker and cleaning staff, managing their work hours, and arranging necessary training courses.

Work Rota and Time Sheets: Maintaining the estate work rota and time sheets for daytime, evening, and weekend coverage. Ensuring the Chapel is adequately staffed for all activities and events, including flexible working hours and special attention during annual leave periods.

Promotion and Growth: Promoting and growing the estate's commercial property letting facilities, including advancing advertising initiatives and contributing to the Chapel website.

Minor Repairs: Organising minor repairs in-house or arranging for them to be undertaken by selected contractors. Maintaining a file of all work undertaken by third-party contractors, including quotes, method statements, and risk assessments.

Premises Inspections: Regularly inspecting the premises and advising the Trustees of any defects or damage, along with proposals to rectify them.

Bookings and Invoicing: Maintaining and operating the Chapel bookings procedure, dealing with pricing enquiries, preparing invoices, and ensuring payments are received in accordance with Chapel policy.

Rights of Passage Enquiries: Passing contact details about Rights of Passage enquiries to the Minister, issuing invoices for charges, and ensuring deposits and payment balances are received in advance of the event.

Financial Management: Banking weekly offertory, cash donations, and bookstall cash into the congregational committee bank account, keeping accurate records for the Treasurer, and maintaining petty cash records. Ordering cleaning equipment as needed.

Major Projects: Working in conjunction with the Trustees to progress any major projects.

Rent Collection: Collecting quarterly rents from shop tenants, maintaining an Excel spreadsheet record of payments, and issuing reminders where defaults occur in accordance with Chapel policy.

Ground Rent Collection: Collecting annual ground rents from leased properties owned by Upper Chapel, maintaining a spreadsheet record of payments, issuing reminders for defaults, and collecting the annual lease payment for the Electricity Substation. Liaising with Carmel House Agents regarding the use and maintenance of the Pepper Alley fire exit.

Service Coordination: Liaising with visiting worship leaders to agree on practicalities, ensuring they coordinate with the organist, greeting worship leaders, and making sure the Chapel is ready for services.

Forecourt Parking Management: Managing the forecourt parking area.

Heating System Management: Managing the timetabling of the programmable Chapel District Energy Heating system and liaising with Veolia as necessary.

Trustee Meetings: Attending regular meetings with the Trustees and providing a report one week ahead of the bi-monthly Trustee meetings.

Rota & Holiday Requests: responsible for organising the staffing rota & holiday requests for the chapel and will be required to make sure all out of hours bookings have either the Chapel Manager or the Maintenance Operative in attendance.

Additional Duties: Performing any other duties as mutually agreed with the Trustees.

Skills

Leadership and Management: Ability to manage staff, coordinate with various stakeholders, and oversee multiple projects simultaneously.

Financial Acumen: Skills in budgeting, financial planning, and managing expenses.

Communication: Strong verbal and written communication skills to interact effectively with tenants, contractors, and trustees.

Problem-Solving: Ability to address and resolve issues promptly and efficiently.

Attention to Detail: Ensuring that all aspects of the estate are maintained to a high standard, especially given the historical significance of the buildings.

Qualifications

Educational Background: While there are no strict requirements, a relevant degree or HND is preferred. Suitable degree subjects include:

Estate Management

Surveying

Property or Facilities Management

Construction Management

Business Administration

Experience: Considerable experience, possibly built up as a technician before moving into this role, is highly valued.

Professional Qualifications: Relevant professional qualifications would be advantageous.

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