Job Description

ProjectManager - System Maintenance As a Project Manager, you independently own and drive projects.

You handle more ambiguous projects with minimal guidance, managing end-to-enddelivery and aligning with organisational goals.

You leverage stakeholder relationships, procurement, and change management, andimplement appropriate project management methods.

Building strong team relationships and supporting cross-functional collaboration areessential. Your main scope would be to manage the system maintenance ofprojects:

System Maintenance & Operations

.Plan and develop strategy for maintenance (new & renewal, technologyrefresh) to meet the business objectives, including conducting periodic reviewsto ensure strategies remain relevant and aligned with evolving organisationalpriorities.

.Formulate maintenance contracts to meet the maintenance objectives, ensuringcontractual terms are clear, enforceable, and protect the organisation'sinterests, including provisions for SLAs, penalties, and exit clauses.

.Evaluate and select service providers best suited to meet maintenanceobjectives, applying structured assessment frameworks such as tenderevaluations, proof-of-concept exercises, or market benchmarking to ensurevalue-for-money and fit-for-purpose outcomes

.. Oversee the day-to-day operation of the system to meet business operationobjectives on systems uptime and availability, proactively identifyingoperational gaps and driving continuous improvement initiatives.

.Manage service provider quality and performance to ensure that services aredelivered according to the specified service levels and requirements includingsystems maintenance, enhancements, problem resolution and improvements,conducting regular performance reviews and escalating issues where necessary.

.Manage relationships with service providers to ensure that maintenancecontracts are successfully executed, fostering a collaborative partnershipapproach while maintaining accountability to contractual obligations.

.Support the Business Continuity Planning (BCP) and Disaster Recovery (DR)exercise, where applicable, ensuring that systems and processes are testedregularly and that recovery procedures are well-documented and actionable.

.Monitor and track key performance indicators (KPIs) related to system health,maintenance effectiveness, and service delivery on a regular basis, surfacingissues early and working with relevant parties to resolve them promptly. Page 1of 3 Council for Estate Agencies

- Project Manager Job Description

.Acquire working knowledge of existing government applications and internaltools used within the team, as well as CI/CD (Continuous Integration /Continuous Delivery) pipelines and processes, to effectively support day-to-dayoperations, coordinate with technical teams, and carry out hands-onconfiguration tasks where required. Project & Financial Management

.Manage project costs, including change requests and service requests, to ensurethat projects achieve their planned benefits within budget, maintainingaccurate financial tracking and providing timely cost forecasts to relevantstakeholders.

.Manage project risks in a timely manner to ensure impact is mitigated,maintaining a live risk register and proactively surfacing emerging risks toleadership before they escalate.

.Manage project team to make the most effective use of available resources,providing clear direction, fostering a positive team culture, and identifyingopportunities for team members professional development.

.Manage project communications to ensure effective collection and disseminationof project information to stakeholders, tailoring communication style andfrequency to the needs of different audiences including technical teams,business owners, and senior management. Administrative & Documentation

.Handle day-to-day administrative tasks to support smooth project andoperational workflows, including scheduling meetings, tracking action items,maintaining project documentation, and managing correspondence with internaland external stakeholders.

.Prepare and maintain accurate records of contracts, service agreements,invoices, and procurement documents, ensuring proper filing and version controlin accordance with organisational policies.

.Write and review a range of papers and documents, including management papers,business cases, proposals, briefing notes, and approval submissions, presentinginformation clearly and concisely for the intended audience.

.Coordinate and consolidate inputs from various stakeholders to produce regularproject status reports, operational updates, and post-review reports formanagement's awareness and decision-making.

Page 2 of 3 Council for EstateAgencies

Project Manager Job Description

.Support the preparation of meeting materials such as agendas, presentationdecks, and minutes, and follow up on action items to ensure timely closure.

.Ensure all documentation and administrative processes comply with relevantorganisational governance requirements and record-keeping standards.