Job Description
Location: Crawley/Gatwick based
JOB PURPOSE
To manage a portfolio of residential apartment blocks, predominantly in Sussex and Surrey.
You will be based in SHW’s Crawley/Gatwick office, as part of our expanding South Coast Block Management Department, and will be reporting direct to clients and to the Head of the South Coast Block Management department who oversees block management services from both our Brighton, Crawley/Gatwick and East Sussex offices.
The postholder will also be responsible for enhancing client relationships by referring other SHW services where appropriate.
DIMENSIONS
a) Financial data
To oversee, maintain and enhance fee income levels from the portfolio, and assist the head of department with annual and half yearly budgetary reviews.
To take responsibility for all financial information relating to your portfolio being correct and up to date on the Qube management software.
b) Total number of employees for whom you have line responsibility
None, though the department has Property Management Administrators.
c) Other data
To take responsibility for all non-financial information relating to your portfolio being correct and up to date on the Qube management software.
KEY RESPONSIBILITES
Duties will include the full range of residential property management services to clients including:
* Overall responsibility for providing management service on the portfolio in accordance with statute, RICS and ARMA codes of practice, the lease terms, SHW’s quality assurance procedures and the Management Agreement
* Renewing appropriate insurance policies and liaison with the brokers and loss adjusters in the event of claims
* Take responsibility for Health & Safety in respect of your portfolio, and make appropriate and timely recommendations to clients
* Undertaking site visits and inspections as per the Management Agreement and when further inspection is necessary
* To ensure compliance with the service charge provisions of leases
* To produce draft service charge budgets for client approval, with multiple-schedules where applicable and to ensure appropriate allocations for expenditure
* Production of year end accounting services in good time, in co-ordination with our
* Property Management Accounts Department and external accountant
* Be aware of the limitations of the lease and make appropriate recommendations to clients in good time so that sufficient funds are available at all times
* Maintain awareness of lessees’ debts and co-ordinate internal actions with SHW’s Credit
* Control Department, and with your line manage consider when to recommend the appointment of solicitors for recovery action
* Ensuring a good level of customer care is provided to clients and lessees
* General property management advice and Landlord & Tenant Act advice
* Attendance at client meetings and regular formal and informal client liaison and reporting
* Where above a threshold agreed with the client, to obtain more than one quote for works and to report these to the client with recommendation
* Supervision and re-tendering of maintenance contracts with particular emphasis on performance and value for money
* Compliance with section 20 procedures and co-ordination of major works
* Co-ordination with SHW’s Building Consultancy Division and/or external consultants
* Co-ordination with SHW’s Company Secretariat Department
* Supervision of any on-site staff
* Be familiar with the Management Agreements, the extent of the appointed role and when additional fees are chargeable
* Oversee and maintain income levels on the portfolio and assist with new business enquiries
* Assist head of department with annual and half yearly budgetary reviews
* Deputise in the absence of others in the department and provide support to the wider team
* Seek to enhance client relationships by referring other SHW services when appropriate
* Participate in departmental strategy and service standard delivery
COMMUNICATIONS & WORKING RELATIONSHIPS
Internal
* South Coast Block Management Department (in Brighton, Crawley/Gatwick and East Sussex)
* Property Management Accounts Department (based in Brighton)
* Building surveyors in our Building Consultancy Division
* Company Secretariat Department (based in East Sussex)
* Other departments based in our offices
* Attendance at internal SHW Business meetings
External
* Clients
* Lessees and occupiers
* On-site staff
* Service providers, including utility providers
* Accountants and solicitors
* Insurance brokers and loss adjusters
* Attendance at network events to make contact with other professionals
KEY PERFORMANCE INDICATORS
* Level of management fee income and other income, for example s20 consultations and licences
* Professional conduct and compliance
* Record keeping
* Keeping on top of H&S action points
* Presentation and timeliness, regarding meetings and in preparation of service charge budgets etc.
* Willingness to seek advice and ability to judge when necessary
* Level of supervision required
* Nature of any complaints received
* Client and colleague feedback
PERSON SPECIFICATION
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
* A minimum of three years of Residential Block Management experience
* IRPM qualification desirable
* Well organised team player with the ability to prioritise a varied and growing workload
* Ability to use own initiative
* Patient and empathetic, whilst clear of the extent of the role defined by the Management Agreement
* A good confident communicator
* Ability to build a relationship of trust with colleagues, clients, leaseholders and contractors
* Willingness to develop a career at SHW with a view to taking on further responsibilities and promotion in the future
* Able to visit sites to meet clients and tenant is essential
* Working knowledge of Qube is preferred
SHW is committed to encouraging respect, diversity and inclusion among our workforce and eliminating discrimination. The aim is for our workforce to be representative of all sections of society, and for each employee and client to feel respected in an equitable environment.
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