Job description
Job Title: Senior Property Manager
Department: Estate Management
Location: Portsmouth Office
Hours: Monday to Friday 09:00 – 5:00 with 1 hr lunch break (35hrs) In addition to be available for client's meetings during evenings and weekends.
Report to: Chief Operations Officer
Holiday Allocation: 25 days per annum
Summary of Job: Assisting with managing line staff within the Department and managing a substantial portfolio of residential & mixed-use blocks and estates on behalf of Freehold clients, RMC's and RTM Companies located along the South Coast of England.
Main Tasks & Responsibilities:
* Assist Head of Department in overseeing and managing all staff within the Department.
* Provide cover for the Head of Department when on leave or away from the office.
* Handle complex and sensitive issues & complaints.
* Handle applications relating to the First Tier Tribunal (FTT) and County Court.
* Prepare in-house reports relating to the Department's performance when required.
* Assist with the strategic development & improvement of the Department.
* Assist with or where requested interview for new staff.
* Propose, agree & assist with improvements to enhance office systems & efficiency.
* Assist Head of Department in overseeing/arranging relevant in house/out of house training.
* Engender a culture of good public relations and client care.
* Set a good example of high professional standards.
* Work to promote & win new business, pitching to new management enquiry leads.
* Provide an efficient and effective service to landlords, long leaseholders and tenants including contractual and financial management.
* Handle enquiries from lessees relating to repairs, accounts & all aspects of property & estate management.
* Carry out routine and emergency inspections of properties & estates and prepare 10 year
* maintenance spreadsheet plans based on building surveyors' reports.
* Produce annual budgets, seek Client approval and issue with service charge demands.
* Read, understand & apply the requirements of leases to Residential and Mixed-Use Properties, particularly in the identification of covenants as they apply to responsibilities for maintenance & repair & service charge obligations.
* Administer Section 20 (Landlord and Tenant Act 1985 Amended) consultations in respect of major qualifying works or long-term qualifying contracts.
* Tender for and appoint term contractors for routine maintenance e.g. cleaning, gardening, lifts, entry phone systems, etc.
* Appoint & Liaise with Major Works Building Surveyors & Professional Consultants in respect of major works projects.
* Liaise with the Accounts Department in respect of financial matters, Insurance Department in respect of renewals and claims, the Residential Lettings Department to ensure efficient transfer of information regarding repairs and maintenance on all Managed Assured Shorthold Tenancies.
* Attend Leaseholder meetings, including AGMs and Residents Association meetings (outside usual hours when necessary).
* Act as line manager for the appointment and management of caretakers and any site-based staff, both day and residential appointments.
* Provide information for LPE1 enquiries.
* Deal promptly and efficiently with all repairs/maintenance issues reported by Landlords or Leaseholders & liaise with both parties as appropriate to reach a satisfactory conclusion.
* Ensure works orders are issued for each reactive job and planned maintenance works.
* Ensure Management Agreements are prepared and issued to Clients on an annual basis.
* Review, arrange for signature of Service Charge Accounts & issue to Client & Leaseholders
* Ensure Health & Safety Compliance is given appropriate priority to maintain safety standards.
* Prepare and issue Licences for Alterations.
* Arrange production of Invoices for all supplementary income streams.
* Ensure appropriate authority is obtained from the client prior to instructing contractors.
* Approve contractor & supplier invoices for payment appropriately coded & within schedule.
* Deal only with contractors who have the appropriate insurance and liability cover in place and promote and maintain a professional and effective relationship with contractors.
* Liaise closely and effectively with site staff to ensure smooth and efficient running of Estates
Person Specification:
* Wide level of experience and understanding of residential and mixed-use property & estate management.
* High standard of professional ethics & professional membership of IRPM and/or RICS.
* A sound knowledge of building history and construction forms and techniques.
* A sound knowledge of the legislation framework relating to Leasehold & Freehold Management, both current and past, including an understanding of the regulations and their application including but not limited to: The Landlord and Tenant 1985 (amended) and the Commonhold and Leasehold Reform Act 2002 (CLARA).
* An appreciation of the legislation framework pertaining to commercial property, particularly an understanding of Part II of the Landlord and Tenant Act 1954.
* An appreciation of Assured Shorthold Tenancies.
* A working knowledge of the First Tier Tribunal (FTT) – Property Chamber
* Good public relation and communication skills, orally and written, good telephone manner.
* Ability to communicate effectively with people at all levels, e.g. freeholders, lessees, contractors, etc.
* Possess good IT skills, particularly Microsoft Office & Qube.
* An ability to read, understand and apply relevant clauses within leases.
* Committed to providing a high standard of customer care.
* A team player.
Please Note: This job description is an indication of the job role you have been employed to do and not an exhaustive list of daily or monthly tasks. All employees will be expected to undertake any suitable tasks requested by their line Manager to meet the changing needs and future growth of the business, as discussed in regular reviews. The job description needs to be read alongside the post-holders Statement of Main Terms and Employee Handbook, which provides detailed information concerning the policies and procedures of our company. This job description will be reviewed periodically. As part of the recruitment process, social media checks may be carried out as part of the pre-employment screening. By applying to this vacancy, you agree for this to take place. If you have any questions, please email to discuss further.