MAIN DUTIES AND RESPONSIBILITIES
To offer the highest standards of service to tenants. Be prepared to be flexible to attend evening meetings where needed.
PROPERTY MANAGEMENT
• Manage portfolio in accordance with RICS Codes of Practice, ARMA rules.
• Assisting the Head of property management to provide full professional property management services for a portfolio of freehold/leasehold developments and individual properties on behalf of freehold clients, Developers and Resident Management Companies, proactively manage in accordance with the terms of management agreement /SLA.
• Assisting the Head of property management to manage in relation to company targets of income and service delivery.
• Dealing with leaseholders’ enquiries appertaining to the development.
• Handling phone calls/taking detailed messages/dealing with them in an appropriate manner.
• Responding to correspondence/emails including those from Directors, lessees and tenants - as requested by the Head of property management.
• Attend residents’ AGMs and directors’ meetings and raise fees where applicable; issue draft minutes to Directors and Action Minutes.
• Write to lessees/tenants/letting agents in relation to any matters which may contravene the terms of the lease, i.e. noise/nuisance, satellite dishes, untaxed vehicles, pets, etc. and set up files for any lease breach.
• Contacting DVLA via legal and admin team regarding abandoned cars and illegally parked vehicles after obtaining instructions from clients.
• Ensure the property operates as smoothly as possible.
BUDGETS & ACCOUNTS
• Prepare service charge budget in accordance with the terms of the leases and Transfer; and issue draft budgets prior to the year end to Directors for consideration and approval
• Respond to Directors queries in connection with budgets promptly and in a professional manner.
INSPECTIONS
• Ensure that inspections of properties are regularly undertaken by the Health and safety inspectors, any points raised are actioned.
• Arrange meetings and inspections for all properties managed.
• Ensure that all necessary service contracts and annual inspections are in place.
• Carry out regularly inspections of properties in accordance with the terms of the management agreement and as and when a circumstance requires.
• Upload inspection reports and notify clients.
INSURANCE
• Ensuring all properties in the portfolio are insured including dealing with all claims, renewals and enquiries regarding the policy.
• Liaising with Loss Adjusters and obtain quotes for remedial works and to effect and oversee any emergency repairs.
MAINTENANCE
• Contact contractors to ascertain whether they can carry out works and issue work order - checking with Directors in the first instance if authorisation is required.
• Monitor contractor’s performance
• Issue keys to contractors and monitor safe return - recording this information
• Ensure key cabinets are kept secure and closed at the end of each day.
• Update the Approved Contractors List ensuring that all contractors hold Public Liability Insurance.
• Prepare specifications for cleaning, gardening, window cleaning, etc., to issue tenders and appoint contractors – liaising closely with senior property managers.
• Issue contracts to contractors ensuring that they comply with current health and safety legislation.
• Carry out regular site inspections to monitor works and keep Directors advised of progress before any part payment or full payment is authorised - in conjunction with the Head of property management.
• Ensure that all contracts and schedule of works for all properties are entered on the computerised system and updated.
• Advise all lessees and/or tenants of impending works, etc.
• Monitor contractors’ performance regularly.
SERVICE CHARGES
• Monitor expenditure to ensure sufficient funds are available to cover all necessary repairs/works.
GENERAL
Check, code and authorise invoices, general filing and any other duties as directed.
PERSONAL REQUIREMENTS
• Good understanding of Residential Property Management and current legislation.
• Well-developed interpersonal and oral communications skills.
• Interpersonal skills and customer focused.
• Ability to work on own initiative.
• Good literate and numerical skills.
• Diplomacy.
• Ability to prioritise workload and work under pressure.