Our client has a large portfolio of mainly residential property and is seeking an experienced Block Manager to work from their Regional office based in London NW6.
Position:
Block Manager
RESPONSIBILITIES & DUTIES:
To assist the Management Team with the efficient and effective management of a designated property portfolio comprising residential and mixed-use properties, including but not limited to the following tasks:
CLIENT CARE
To follow and adhere to the Group's policies and procedures at all times. To prepare reports for the Board (Major Works, Property Inspections, H&S Reports, schedules of information, etc.). To put forward recommendations and obtain instructions from Team Leader (Estate), Residential Management Executive, and Regional Control on matters concerning the effective management of the managed portfolio. To manage/prioritise risks and liabilities. To avoid conflicts of interest at all times. To maintain good Landlord and Tenant relationships by providing a high-quality service to all tenants and leaseholders of the Group. To obtain value for money for the Group and act in a commercially focused manner. To work with colleagues and external consultants to ensure that the Group's interests are preserved.
DAY TO DAY MANAGEMENT
Understand the various types of interest/tenures that the Group holds and its obligations in respect of each (Freehold, Head lease, Lessee, Leaseback, Tenant). Liaise with leaseholders, tenants, and residents associations through general correspondence, emails, letters, newsletters, circulars, in a prompt and professional manner. Prepare Tenant Handbooks in accordance with the Group's policies and procedures. Attend residents' meetings as required. Read and interpret leases to ensure that the portfolio is managed in accordance with the provisions of the lease. Manage site staff (caretakers, porters), taking advice from Group Resources where necessary. Maintain Property Records in accordance with the Group's policies and procedures. Utilise the Group's Property Management Systems (Horizon) to run reports, input data, raise purchase orders, approve invoices, etc. Deal with Insurance Claims in accordance with the Group's procedures. Undertake routine Property Inspections in accordance with the Group's procedures and identify any building defects/maintenance issues and deal with these accordingly.
MAINTENANCE
Deal with maintenance issues, both reactive and planned, to ensure that the Group does not find itself in breach of its repairing obligations. Manage Contractors to ensure that works are carried out in a proper and workmanlike manner and at a reasonable cost. Set up Service Level Agreements (e.g., cleaning, gardening contracts) and monitor these to ensure that the contractual standard is being met. Specify minor works and obtain comparative quotes. Liaise with the Area Building Surveyor regarding any complex building maintenance issues. Audit/spot check works before signing off invoices for payment.
QUALIFYING WORKS & LONG TERM AGREEMENTS
Work with the Regional Surveyor to identify and implement 'major works' projects. Budget for 'major works' through the service charge or reserve fund, ensuring that leaseholders are given advance warning of any significant increases as a result of planned works. Prepare reports for Major Works Committee and, once instructed, prepare Section 20 Consultation notices for solicitors' approval and, once approved, consult with leaseholders and liaise with them throughout the course of the works.
FINANCIAL
Prepare Service Charge Budgets in a timely fashion and monitor expenditure throughout the financial year to ensure it is within budget. Set Reserve Funds to ensure that major works can be undertaken as planned and without significant increases for leaseholders or the group where tenders need to be re-invited. Assist with the preparation of end of year accounts and answer expenditure queries from external auditors, accounts, and leaseholders.
SKILLS & EXPERIENCE
Sound working knowledge of Landlord and Tenant legislation, H&S legislation, RICS and ARMA guidelines, and other best practices applicable to residential and mixed-use property management. Excellent verbal communication skills. Excellent written communication skills. Excellent organisational and time management skills. Ability to multi-task and work well under pressure. Good IT skills and proficient in Outlook, MS Word, Excel. Knowledge of HORIZON/QUBE is an advantage. Good team player. A commitment to providing high levels of service at all times.
ENTRY
Minimum 2 years' experience in a similar role. Ideally Degree level, minimum A-levels grades A-C. AIRPM, MIRPM, AssocRICS.
HOURS & ENVIRONMENT
Office Hours 9.15am to 5.30pm, Monday to Friday. Must be prepared to work longer hours where required, i.e., to attend occasional evening meetings.
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Position:
Block Manager
RESPONSIBILITIES & DUTIES:
To assist the Management Team with the efficient and effective management of a designated property portfolio comprising residential and mixed-use properties, including but not limited to the following tasks:
CLIENT CARE
To follow and adhere to the Group's policies and procedures at all times. To prepare reports for the Board (Major Works, Property Inspections, H&S Reports, schedules of information, etc.). To put forward recommendations and obtain instructions from Team Leader (Estate), Residential Management Executive, and Regional Control on matters concerning the effective management of the managed portfolio. To manage/prioritise risks and liabilities. To avoid conflicts of interest at all times. To maintain good Landlord and Tenant relationships by providing a high-quality service to all tenants and leaseholders of the Group. To obtain value for money for the Group and act in a commercially focused manner. To work with colleagues and external consultants to ensure that the Group's interests are preserved.
DAY TO DAY MANAGEMENT
Understand the various types of interest/tenures that the Group holds and its obligations in respect of each (Freehold, Head lease, Lessee, Leaseback, Tenant). Liaise with leaseholders, tenants, and residents associations through general correspondence, emails, letters, newsletters, circulars, in a prompt and professional manner. Prepare Tenant Handbooks in accordance with the Group's policies and procedures. Attend residents' meetings as required. Read and interpret leases to ensure that the portfolio is managed in accordance with the provisions of the lease. Manage site staff (caretakers, porters), taking advice from Group Resources where necessary. Maintain Property Records in accordance with the Group's policies and procedures. Utilise the Group's Property Management Systems (Horizon) to run reports, input data, raise purchase orders, approve invoices, etc. Deal with Insurance Claims in accordance with the Group's procedures. Undertake routine Property Inspections in accordance with the Group's procedures and identify any building defects/maintenance issues and deal with these accordingly.
MAINTENANCE
Deal with maintenance issues, both reactive and planned, to ensure that the Group does not find itself in breach of its repairing obligations. Manage Contractors to ensure that works are carried out in a proper and workmanlike manner and at a reasonable cost. Set up Service Level Agreements (e.g., cleaning, gardening contracts) and monitor these to ensure that the contractual standard is being met. Specify minor works and obtain comparative quotes. Liaise with the Area Building Surveyor regarding any complex building maintenance issues. Audit/spot check works before signing off invoices for payment.
QUALIFYING WORKS & LONG TERM AGREEMENTS
Work with the Regional Surveyor to identify and implement 'major works' projects. Budget for 'major works' through the service charge or reserve fund, ensuring that leaseholders are given advance warning of any significant increases as a result of planned works. Prepare reports for Major Works Committee and, once instructed, prepare Section 20 Consultation notices for solicitors' approval and, once approved, consult with leaseholders and liaise with them throughout the course of the works.
FINANCIAL
Prepare Service Charge Budgets in a timely fashion and monitor expenditure throughout the financial year to ensure it is within budget. Set Reserve Funds to ensure that major works can be undertaken as planned and without significant increases for leaseholders or the group where tenders need to be re-invited. Assist with the preparation of end of year accounts and answer expenditure queries from external auditors, accounts, and leaseholders.
SKILLS & EXPERIENCE
Sound working knowledge of Landlord and Tenant legislation, H&S legislation, RICS and ARMA guidelines, and other best practices applicable to residential and mixed-use property management. Excellent verbal communication skills. Excellent written communication skills. Excellent organisational and time management skills. Ability to multi-task and work well under pressure. Good IT skills and proficient in Outlook, MS Word, Excel. Knowledge of HORIZON/QUBE is an advantage. Good team player. A commitment to providing high levels of service at all times.
ENTRY
Minimum 2 years' experience in a similar role. Ideally Degree level, minimum A-levels grades A-C. AIRPM, MIRPM, AssocRICS.
HOURS & ENVIRONMENT
Office Hours 9.15am to 5.30pm, Monday to Friday. Must be prepared to work longer hours where required, i.e., to attend occasional evening meetings.
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