Assistant Property Manager - Central London

Assistants are required to help with all administration which is generated from the running of leasehold properties.

From Handovers:

• Production of welcome letters to leaseholders.
• Obtain an interim payment from previous agents and/or leaseholders to ensure development has funds initially.
• Ensure that all other items on the handover checklist have been obtained within a month.
• Contact all contractors and suppliers, to change account details, invoicing and obtain public liability insurances.
• Ensure company software is updated with correct information.

Correspondence:

• To ensure correspondence is dealt with within the stated company time frame.
• To maintain polite and professional communications within all correspondence, whether verbal or written.
• Day-to-day to proactively develop service levels across your portfolio to exceed client expectations, advising client of management set-up.
• To compose and produce any correspondence as agreed with the development Directors or as necessary for each individual lessee
• Correspondence can include but is not limited to letters, noticeboard documents, newsletters and leaflets.

Everyday Duties:

• Review To-Do list with PM regularly to allocate work and keep up to date with issues on sites.
• Receive all phone calls relating to sites.
• Ensure all post for PM’s is sent out.
• Keep all Key records up to date.
• Arrange for keys to be supplied to contractors for works as necessary.
• Keep all document folders up to date with relevant information and adding to folders when necessary (i.e. adding copies of minutes, up to date insurance docs etc).
• Deal with issues on payments of invoices.
• Request and chase quotations from contractors as necessary. Report back to contractors (successful or not) with instruction from PM.
• Update business share files regularly with correspondence and documents (scanned also).
• Ensure all insurance documents are up to date and current.
• Update back office regularly with full contractor list, general site information and insurance documents.
• Filing.
• Meter readings from monthly site visit reports to be provided to suppliers.
• Locate and book venues for AGM’s.
• Request PLI’s and fill out new contractor forms as necessary.
• Keep all work specifications for cleaning and landscaping contractors updated.
• Write and send standard letters with regards to issues dealt with on a daily basis i.e. overflow pipes, leaks, anti- social behaviour and car parking related enquiries. Request the input from PM on non- standard issues.
• To carry out ad-hoc duties as instructed by PM.
• Prepare meeting file for Property Manager prior to any meeting.
• Prepare handover report when sites move from PM to PM.

General:

• To ensure all relevant databases are kept up to date with development details and relevant inspection, reporting and time-framed requirements.
• To attend and participate in regular internal meetings as requested.
• To ensure development keys are held in duplicate and securely to provide access for staff, contractors and other relevant persons.
• To study for and participate in any relevant industry exams at the request and with the agreement of your line manager.
• To be familiar with and aware of basic policies including but not limited to Employment, Health & Safety, Environmental and Fire Safety Policies.
• To receive, manage and fulfil any other duties that may be commensurate to the role.