WHAT DOES AN ESTATE MANAGER DO?

Updated: Jun 11, 2025 - The Estate Manager oversees all aspects of service contract management, supervises diverse facility services including security and maintenance, and ensures compliance with health and safety standards. Coordinates events and financial operations, including budget management and expenditure reconciliations, while conducting regular inspections to maintain service quality. Manages staff, liaises with residents, and monitors property conditions to uphold the highest standards of estate management.

A Review of Professional Skills and Functions for Estate Manager

1. Estate Manager Principle Duties

  • Policy Development: Create and maintain Health & Safety policy, Fire Safety/Evacuation policy, and Emergency Action Procedure.
  • Risk Assessment: Create and maintain Health & Safety/Fire Risk Assessments for all departments.
  • Safety Training: Train all staff in all aspects of safe practices at work.
  • Drill Management: Conduct regular fire drills, check the audibility of all alarms, and record the reactions of staff.
  • Communication Maintenance: Maintain good levels of communication with the local Fire Department and EHO.
  • Audit Conduct: Conduct regular Health/Safety and Fire Audits.
  • Compliance Assurance: Ensure resort compliance with the disability act and train/purchase items.
  • Employee Support: Assist with employee motivation and reward programs.
  • First Aid Management: Organize first aid training for staff and correct procedures for First Aiders and reporting of accidents.
  • Team Supervision: Ensure Grounds & Maintenance teams are working effectively and there are daily/weekly/monthly checklists in place.
  • Reporting: Produce a weekly report from both departments.
  • Issue Resolution: Ensure all H&S issues are dealt with swiftly and in a safe manner.
  • Hygiene Oversight: Ensure the Health & Hygiene of the resort is maintained i.e. effective waste disposal, pest control, and cleaning procedures.
  • Training Monitoring: Monitor staff training and standard operating procedures development within departments, initiate company total quality management standards.

2. Estate Manager Details

  • Estate Management: Overseeing the smooth running of the estate.
  • Strategic Planning: Developing and implementing a rolling plan of priority activity.
  • Budget Management: Actively engaged in annual cost budgeting as part of the forward-looking plan for the estate.
  • Inspection Conduct: Carrying out inspections including pre-lease/acquisition surveys, dilapidations, and building conditions.
  • Market Analysis: Assisting Regional Managers in developing business cases for new branch locations, including a strategic assessment of the local property market dynamics, market benchmarking of rents, and identification of key risks pertaining to rental commitments over 2-5 years.
  • Site Acquisition: Sourcing and securing new sites when required and negotiating best terms.
  • Project Oversight: Project managing the setup and fit-out of new/relocated units to time and budget, by working with the local operational team, local/national contractors, and other key suppliers and stakeholders.
  • Lease Management: Completing and negotiating rent reviews, lease renewals, and general practice matters and estate management responsibilities.
  • Maintenance Supervision: Managing maintenance, repairs, and renovations required as part of tenant obligations.
  • Negotiation: Negotiating dilapidation settlements.
  • Administrative Oversight: Ensure all relevant administration on exiting property/entering a property.
  • Property Liaison: First point of contact for all property matters within the business division.
  • Relationship Building: Developing landlord relationships.

3. Facilities and Estate Manager Responsibilities

  • Partnership Support: Act in a partnership capacity with the Family Manager to provide a high level of daily support to the Principal and his family by ensuring daily operations, order, and function of the Estate are running smoothly.
  • Project Assistance: Assist with all administration and project management for all houses.
  • Vendor Management: Management of vendor bidding and selection, preparing expense reports, balancing budgets, and reconciling statements.
  • Construction Oversight: Administer and monitor construction projects, house improvements, electrical repair work, and restorations including the management of vendors, handymen, electricians, and plumbers.
  • Staff Supervision: Oversee the schedule and approve timesheets for all household staff and assist in selecting, onboarding, training, development, and termination.
  • Documentation: Create and update the manual for household systems, policies, and procedures.
  • Guideline Enforcement: Ensure all household staff understand and meet the guidelines set by the manual and Family Manager.
  • Quality Inspection: Conduct daily inspections of households and properties to ensure a five-star level quality of cleanliness.
  • Tech Management: Set up and manage home A/V electronics (equipment, internet, cable, satellite, home security system, A/C system, property utility supply, etc.).
  • Event Coordination: Help coordinate special events such as dinner parties, holiday parties, and other social events by working along with the Chef and Family Manager.
  • Security Collaboration: Work closely with the Head of Security to ensure the household is secure, safe, and organized at all times.
  • Purchase Advisory: Make recommendations for any major purchases for the house by providing at least three comparisons with quantitative and quantitative supportive data and reasoning.
  • Maintenance Tasks: Conduct simple repairs and lift reasonable loads as needed to inspect conditions, etc.

4. Estate and Trust Manager Accountabilities

  • Tax Expertise: Applies tax knowledge to the preparation and review of individual, trust, estate, gift, and private foundation tax returns.
  • Data Analysis: Works effectively in analyzing estate and trust documents and gathering data from clients and other third parties.
  • Probate Management: Reviews inventories and accountings, and understands and manages the probate process.
  • Engagement Direction: Directs engagements, which include the timeline, budget, and schedule.
  • Supervisory Skills: Reviews work papers related to engagements in this area and supervises other staff in this area.
  • Compliance Assurance: Assures compliance with federal, state, and local laws and regulations.
  • Research and Planning: Performs specialized research and planning according to the current laws.
  • Process Improvement: Assists in creating processes, checklists, and tools to increase efficiency and consistency in estate and trust engagements across the firm.
  • IRS Communication: Communicates with and works through IRS controversies that may arise.
  • Resource Coordination: Works with all office locations, as needed, as a firm resource in the trust and estate area.

5. Community and Estate Manager Functions

  • Communication Facilitation: Act as the initial focal point of contact between the Occupiers, Client, Contractors, Bellrock, and the Managing Agent to ensure effective communication between all parties is always maintained.
  • Client Liaison: Attend meetings with the client in relation to projects, health and safety, and monthly service review meetings.
  • Environment Curation: Oversee the curation of a safe, welcoming, and exciting environment for all occupiers & visitors to the destination.
  • Network Building: Build extensive local networks with business partnerships, local stakeholders, and society in general in order to have an in-depth knowledge of the Crayfields estate & Bromley area.
  • Community Engagement: Attend meetings, events, and gatherings as required to build local networks and be known in the local community as a positive spokesperson for the destination.
  • Innovation Suggestion: Suggest ideas to improve the setup and running of any markets, events, and engagement activities.
  • Feedback Management: Compile all occupier feedback and present this to the wider property management team appropriately, in order to develop the offering at the destination.
  • Relationship Management: Work closely with the management of Crayfields occupiers and the facility providers such as cleaning, security, and maintenance in order that all parties have good relationships and support each other.

6. Estate Manager Job Description

  • Team Management: Oversee the hiring, management, training, and coordination of a household team comprising nannies, the housekeeper, and the personal assistant.
  • Inventory Management: Organize and manage household inventories and create/update inventory/related manuals and property guides.
  • Maintenance Scheduling: Develop a comprehensive schedule of all maintenance requirements for all properties and implement, manage, delegate and supervise all maintenance and repair work.
  • Project Leadership: Manage construction and design projects including vetting and engaging consultants, engineers, architects, contractors, and vendors as required for the work.
  • Residence Inspection: Inspect the primary residence weekly (or daily if needed), maintain the physical needs of the residential plumbing/electrical/mechanical and appliance needs, cleanliness, and aesthetics, and operate the home with the standards expected by the Principals.
  • Operations Management: Manage seamless functioning of all household operations and family calendar.
  • Calendar Coordination: Manage the household staff calendar and shared custody schedule of the Principal’s child.
  • Property Oversight: Coordinate with external property managers to oversee rental operations of secondary residences.
  • Confidentiality Maintenance: Maintain strict confidentiality regarding Principals, family members, guests, and properties.
  • Staff Coordination: Coordinate with the Personal Assistant and all other household staff.
  • Supportive Leadership: Serve as a supportive manager to the household staff.
  • Estate Reporting: Report to the Principal and Chief of Staff to ensure comprehensive estate management is being successfully delivered.

7. Estate Manager Overview

  • Contract Management: Procure, supervise, and manage all service contracts required for the Estate.
  • Facility Oversight: Manage security, landscaping, maintenance, M&E services, building maintenance, cleaning/waste management.
  • Event Coordination: Manage events.
  • Financial Oversight: Provide financial management and support to the Estate Director, including managing annual Service Charge budgets, quarterly reconciliations of expenditure, and variance reporting, and year-end reconciliation of expenditure.
  • Safety Compliance: Ensure the implementation of a robust Health and Safety regime in accordance with company policies and procedures.
  • Inspection: Undertake regular inspections of the Estate to highlight health and safety issues, required repairs, and items to include in the planned maintenance program, ensuring the highest standards of service for all occupiers and residents.
  • Contractor Monitoring: Monitor contractors engaged in service/contract works to ensure compliance with current environmental and health and safety legislation.
  • Property Monitoring: Monitor vacant/void properties.
  • Administrative Management: Handle administrative matters related to the management of the Estate.
  • Reporting: Provide written reports on a monthly basis.
  • Cleanliness Oversight: Responsible for the cleanliness and tidiness of the Estate.
  • Staff Management: Manage and distribute staff across the Estate, including creating staff rotas.
  • Budget Assistance: Assist in the budget-setting process.
  • Health and Safety Management: Responsible for all matters of health and safety relating to the Estate.
  • Resident Liaison: Liaise with residents as needed to facilitate the smooth running of the Estate, including facilitating the use of contractors.
  • Facility Maintenance: Ensure staff welfare facilities are adequately maintained.
  • Record Keeping: Maintain adequate records of administrative matters, such as time sheets, resident information, and budgetary spending.

8. Estate Manager Details and Accountabilities

  • Operations Management: Responsible for providing efficient and effective management of operations, maintenance, amenities, and administration for Blackheath Cator Estate, implementing planned and reactive programs and activities.
  • Resident Services: Serve the interests of the residents of the Cator Estate by managing, maintaining, repairing, and providing for the upkeep of the roads and open spaces of the Estate.
  • Road Management: Take steps as may be considered necessary to prevent such roads or any part of them from becoming public highways.
  • Traffic Control: Manage parking control and traffic management.
  • Data Compliance: Responsible for ensuring information and data relating to Blackheath Cator Estate is maintained ensuring compliance with relevant data protection regulations.
  • Project Coordination: Prepare reports, and schedules of work, obtain costings, and issue instructions in respect of all work to be carried out in the Estate, including works to: roads, footpaths, trees, shrubberies & amenity areas, and gates.
  • Administrative Efficiency: Ensure effective administration systems, which make full use of IT, to support business and service delivery processes within the Company.
  • Procurement Oversight: Manage the procurement and quality control of services and supplies for the Estate.
  • Planning Liaison: Ensures any issues regarding planning applications are dealt with in respect of property within Blackheath Cator Estate each month for inclusion on Board agendas.
  • Planning Representation: Represent the views of BCER, via professional planning consultants, as required on planning applications, including liaison with developers/owners, negotiating and agreeing on deeds of development.
  • Safety Compliance: Responsible for Health and Safety policies and procedures to be met on the estate.

9. Estate Manager Tasks

  • Practice Development: Assist the firm in the development and growth of its existing insolvency practice in the community and surrounding areas.
  • Debtor Response: Respond promptly to initial contact from debtors by telephone, email, etc.
  • Flexible Scheduling: Accommodate debtors for evening or weekend appointments as necessary to maximize opportunities.
  • Debtor Interviewing: Conduct initial interviews and meetings with debtors, including doing the signup.
  • Counseling Conduct: Conduct 1st and 2nd counseling sessions.
  • Follow-Up Management: Timely follow-up on potential debtors who have not yet signed up.
  • Documentation Handling: Input debtor documentation and workbook into Ascend and prepare sign-up documents.
  • File Review: Review files for comparison and appropriateness.
  • Compliance Assurance: Ensure full compliance with the Bankruptcy and Insolvency Act and directives in the delivery of service.
  • Relationship Building: Build positive working relationships with debtors, referral sources, the Office of Superintendent (OSB), and all other stakeholders.
  • Administrative Liaison: Liaise with the Hub that handles all of the back-office administrative functions.
  • Client Documentation: Document client situations clearly to facilitate subsequent data processing in the back office.
  • Issue Communication: Handle communication of material issues to the debtor.
  • Staff Training: Coach and train junior colleagues.
  • Professional Development: Attend training, team meetings, and firm events.

10. Estate Manager Roles

  • Safety Policy Leadership: Take the lead role in the implementation and monitoring of the H&S policy and fire safety strategy.
  • Tenant Liaison: Liaise with tenants over matters of common H&S concerns.
  • Safety Consultation: Secure external H&S and fire safety advice.
  • System Management: Manage the fire alarm systems, emergency lighting systems, and fire extinguishers to ensure that they are properly maintained and updated in line with regulations at all times.
  • Safety Review: Conduct an annual review of emergency evacuation and fire procedures.
  • Budget Maintenance: Proactively maintain an ongoing schedule of works ensuring adequate budgets/funds are available.
  • Facility Care: Ensure that all buildings and services are subject to appropriate care and maintenance.
  • Maintenance Planning: Devise and implement a planned maintenance program for the buildings, grounds, gardens, and woodland; identify and appoint contractors and oversee the successful completion of building works, including emergency repairs.
  • Staff Management: Manage the caretakers and contract handyman and agree on a weekly/monthly work schedule.
  • Building Inspection: Regularly check the state of the buildings to identify necessary maintenance issues and ensure that they are subsequently addressed by the handyman or specialist contractors.
  • Contractor Coordination: Ensure that all necessary maintenance work is booked in with the appropriate contractor on a timely basis.
  • Caretaking Supervision: Day-to-day management of Caretaking and Grounds staff (max 2 people).
  • Staff Motivation: Ensure that staff are motivated and understand what is required of them.
  • HR Collaboration: Meet regularly with HR Advisor for support and advice.
  • Performance Management: Run annual appraisals, and set, and review objectives for reporters.
Relevant Information
What Does An Asset Manager Do?
What Does A Commercial Operations Manager Do?
What Does A Facilities Manager Do?