Junior Property Manager

Responsibilities To maintain 48-hour communications response with all clients, leaseholders, contractors and other customers of Warwick Estates. To respond to telephone calls and messages within 24 hours of returning to the office. 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 update all development directors on a weekly (or otherwise previously agreed alternative frequency) basis according to the format provided to include items addressed and progress made that week with issues relevant to the development. To compose and produce any correspondence as agreed with the development Directors or as necessary for each individual lessee, each block relevant or each entire development (as relevant). Correspondence can include but is not limited to letters, noticeboard documents, newsletters and leaflets. Handover & Plans To ensure a professional handover of a development from/to a previous/incoming managing agent according to the Handover List provided. To maintain and locate development plans as necessary in order to determine boundaries, ownership and allocations as relevant and to deal with any issues in relation to lands and boundaries. Legal To read, understand and interpret legal documents such as leases, Mems & Arts, freehold documents, and contracts relevant to the developments within your portfolio and to ensure the terms of these documents are upheld by any associates relevant. To keep up to date with all relevant legislation and to comply with the RICS code of conduct. To conduct and minute any meetings of directors, AGM’s, EGM’s and residents’ meetings accordingly in line with each client contract recording all minutes on the relevant databases and to action all items in the minutes as necessary. To assist UCS with solicitors or other relevant legal entities in regard to legal issues regarding assigned developments in matters of sale, purchase or dispute. Service Charges To draw up and present service charge budgets to resident directors or similar for each development on an annual basis according to their service charge year end, utilising previous expenditure and management experience. To receive and confirm relevant lessees of assigned developments of whom should be referred to Credit Control and to liaise with Credit Control as to suitable action plans to recover necessary service charges. To produce and issue service charge cover letters along with standing order mandates to be sent with Credit Control issued demands to all lessees of the assigned development on an annual basis according to the development’s year end. To prepare draft budgets within a minimum of 6 weeks before year end. Accounts To ensure that the relevant dormant or service charge accounts are completed for each development on an annual basis according to their service charge year end as well as having all accounts signed by the relevant development representative and filed with Companies House within their stipulated time frames avoiding penalties. To ensure all invoices addressed to assigned developments are of correct values and content. In addition to authorise all invoice amounts. To request service charge accounts within 12 weeks of the year end from accountants. To liaise with lessees in regard to individual service charge accounts, providing statements of account, payment plans and other relevant actions according to the legal documents, requests of the lessee and site financial situation. To monitor and manage financial positions for each assigned development (including reserve accounts) to ensure monies are available for any major works projects or any other relevant expenditure applicable to the site such as insurance premiums. Services and Assets To ensure all mechanical and electrical assets on site, such as lifts, gated entrances and emergency lighting has an annual maintenance contract in place and that items are tested during monthly site visits. To put in place and maintain any service contracts in accordance with client requests to include but not limited to cleaning, gardening, window cleaning, parking control, door entry and bin store clearance. To draft, produce and issue any relevant Section 20. notices relevant to your assigned development as necessary for any long-term agreements including the management of the Section 20. process to commencement of the long-term agreement. Copies to be issued to Head of Compliance prior to any works being instructed. To manage any on site employees that may be present at your developments and to ensure they have the appropriate training, facilities, and equipment. To ensure that all utility suppliers to developments are regularly reviewed to obtain best cost and service for the development. Health and Safety To ensure any Health & Safety documents and reports are up to date in accordance with legal requirements and client requests. To include but not limited to General Health & Safety Report, Emergency Lighting Testing. To ensure that any items raised in any reports relating to Health & Safety are addressed within a dedicated time frame to ensure compliance with legal and best practice regulations and in accordance with client requests. Insurance To ensure all developments have relevant insurance policies in place including but not limited to Buildings Insurance Cover, Directors & Officers Cover, Mechanical & Engineering Cover. To commission and manage (in accordance with your line manager’s instructions) any insurance re-valuation that may be due for the development. To initiate and manage any claims relevant to the communal areas of assigned developments including follow up, remedial works and inspection. Major Works To discuss and develop with relevant development directors and/or leaseholders plans for major works projects suitable to the development and budgetary restrictions. To arrange and implement schedules of major works as appropriate, or alternatively refer to dedicated surveyor to project manage (to be determined by line manager). To draft, produce and issue any relevant Section 20. notices relevant to your assigned development as necessary including the management of the Section 20. process to completion of the major works project. Copies to be issued to Head of Compliance prior to any works being instructed. Site Maintenance To perform a site visit to each development as per Management Agreement (unless otherwise advised by your line manager or in writing from a director of that development) in order to inspect and ascertain any general maintenance, electrical repairs, faults and service requirements for that development. A written report is to be issued in the 48 hours following each site visit and saved to the relevant databases along with To-Do lists updated from the identification of issues raised in the report. To receive and manage reactive maintenance calls and emails on all developments as and when, including those assigned to other Property Managers as part of working as a team. To ensure a works order is issued for all repairs and other items of maintenance and to inspect these works upon completion where practical. To ensure all relevant Warwick Estates databases are kept up to date with development details and relevant inspection, reporting and time-framed requirements. To attend and participate in regular internal Warwick Estates meetings as requested. To ensure development keys are held in duplicate and securely in order 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 monitor and manage the workload and service levels of your Property Management Assistant to ensure the necessary standards are achieved for continuity of service. To ensure retention of all assigned developments as necessary and within the scope of the role. To be familiar with and aware of basic Warwick Estates 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. To hold a valid driving licence to enable site visit/meetings. To comply with the Companies Equal Opportunities Policy, Codes of Conduct and other relevant policies, procedures, and legislation, including the Data Protection Act and other relevant legislation. To comply with statutory provisions of Health and Safety at Work. All Employees must look after their own health, safety and welfare and be mindful of other persons who may be affected by their acts. Employees must co-operate and comply with management instructions regarding Health and Safety issues and report all accidents, incidents, and problems as soon as practicable to their manager. This list of duties and responsibilities is not exhaustive, and the employer is entitled to instruct the employee at any time to carry out additional duties or responsibilities, which fall reasonably within the ambit of the job description, or in accordance with operational requirements. Benefits Package 33 days holiday inclusive of statutory days Pension scheme with 4% employer and 5% employee contribution Private medical insurance with Vitality Life Insurance at 2 x salary Special Requirements Working hours are 37 hours per week Monday to Friday. The position is based in the office with an element of working from home. Company Summary Warwick Estates are appointed by a variety of clients who discharge and delegate the property management functions in each property lease to Warwick Estates by means of a Management Agreement or contract. Depending on the client type, property type and service levels agreed this will vary across the business, however our core functions are: Ensuring client and customer compliance with the lease terms and overarching legislation The generation and collection of service charges Compliance with health and safety standards to ensure all residents are safe in their homes Excellence in client and customer service to ensure we are the trusted property partner Our values are what is important to us, our living breathing values. Every decision, action and interaction have these values at their core. Whether at the highest strategic level or on day-to-day tasks, every task and situation should be completed and reflected on with these values in mind to ensure that we are consistently working towards embody our vision to be our clients trusted property partner: Minimum of 1 year Property Manager experience or 2 years Property Managers Assistant.

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