Job description
Job Title: Property Manager
Department: Estate Management
Location: Multiple Sites
Hours: Monday to Friday 9:00am – 5:00pm with 1 hr lunch break (35hrs) In addition to be available for client's meetings during evenings.
Report to: Chief Operations Officer
Holiday Allocation: 25 days per annum
Summary of Job: Managing a 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:
* To provide an efficient and effective service to landlords and long leaseholders, including contractual and financial management.
* To develop and maintain a culture of good public relations and customer care.
* To attend monthly department meetings and weekly Property Manager meetings and to present progress reports to the Head of Department on a fortnightly basis.
* To prepare and issue service charge budgets to quarterly deadlines.
* To review draft annual service accounts prior to issue to external accountants, to sign and issue finalised accounts to clients and leaseholders.
* To carry out routine (normally six monthly) and emergency inspections of properties and prepare inspection reports for internal action and reference.
* To ensure compliance requirements in respect to health and safety including fire risk are assessed as required appointing accredited professional where appropriate and to ensure actions are completed against assessed and required deadlines
* To diagnose basic defects and put forward suitable remedies for repairs and to engage Surveyors/Structural Engineers to complete diagnostic investigations where appropriate.
* To prepare basic long-term maintenance plans and to engage Surveyors to prepare more complex long-term capital expenditure plans.
* To assist Administrators in handling enquiries from lessees relating to repairs, general service charge queries and all aspects of property management.
* To read, understand and apply the requirements of leases pertaining to Residential & Mixed-Use Block Management, particularly in the identification and discharge of covenants as they apply to responsibilities for maintenance and repair.
* To produce specifications for cyclical maintenance (e.g. Internal redecorations) and contract/term maintenance agreements (e.g. cleaning, gardening, lifts, entry phone systems), to draw up tender documents, review tenders and appoint contractors.
* To administer S20 consultations in respect of qualifying major works.
* To liaise with Major Works Co-ordinator, Building Surveyor or other external Building Surveying resources in respect of Section 20 projects.
* To draft and issue licences for alterations in consultation and at instruction of clients
* To actively promote referrals & cross-selling of services within PS&B.
* To be motivated to generate income from services provided within the role and department and to promote and assist where possible in the acquisition of new business.
* To liaise with the accounts department in respect of financial matters
* To liaise with the insurance department in respect of insurance matters.
* To attend meetings of lessees, AGMs and Resident Association meetings.
* To act as line manager for the appointment and management of on-site scheme managers and caretakers, both day and residential appointment
* To provide management information for pre-contract enquiries to PS&B management/legal enquiries administrator.
Person Specification:
* Good level of experience and understanding of managing residential and mixed-use property and estate management.
* Committed to providing a high standard of customer care.
* Be a team player.
* A sound knowledge of various building construction forms and techniques for their repair and maintenance.
* An appreciation of the legislation framework pertaining to long leasehold residential and mixed-use management, both current and past, but most particularly an understanding of The Landlord and Tenant Acts 1985 & 1987 & The Commonhold and Leasehold Reform Act 2002 (CALRA).
* 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 Word and Excel, QUBE (formerly Estate Computer System (ECS)), email, etc.
* An ability to read, understand and apply relevant clauses within residential leases, particularly in respect of the various covenants pertaining to responsibilities for repair and maintenance.
* IRPM qualified or part qualified or prepared to take the IRPM examinations.
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 discuss in regular reviews. The job description needs to be read alongside the post-holders Contract of Employment 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.