Responsibilities
Drafting and serving S20 notices for major works. Manage a high-end technical portfolio in accordance with RICS Codes of Practice, ARMA rules, and landlord and tenant legislation. Provide full professional property management services for a portfolio of freehold/leasehold developments and individual properties on behalf of freehold clients, developers, and resident management companies, proactively managing in accordance with the management agreement, the terms of the lease/agreements, and good current practice. Respond to pre-assignment enquiries. Manage company targets of income and service delivery. Handle leaseholder enquiries related to the development. Respond to all correspondence/emails, telephone calls including those from Directors, lessees, and tenants. Prepare and draft minutes of Board meetings for approval by the Directors. Understand lease terms and write to lessees/tenants/letting agents regarding any matters which may contravene the terms of the lease (e.g., noise/nuisance, satellite dishes, wood floors, pets, etc.). Be prepared to deal with any issue that may arise during the management of the properties. Ensure the property operates as smoothly as possible. Oversee a small team of Junior Property Managers and site staff. BUDGETS & ACCOUNTS
Prepare and issue draft budgets to Directors for consideration and agree with the Board of Directors, approving on PMS computer system. Understand service charge and company accounts and explain them to Directors. INSPECTIONS
Arrange meetings and inspections for all managed properties. Ensure that all necessary contracts and annual inspections are in place. Carry out regular inspections of properties and action any necessary works. Ensure that all properties under management have up-to-date Health & Safety, Fire Risk Assessments, Asbestos Surveys, Legionnaires Risk Assessment, and Electrical Reports. INSURANCE
Ensure all properties in the portfolio are insured, including dealing with all claims, renewals, and enquiries regarding the policy. Liaise with Loss Adjusters and obtain quotes for remedial works and oversee any emergency repairs. Liaise with Directors as necessary to ensure that blocks are revalued for insurance purposes at least every 3 years in accordance with company policy. MAINTENANCE
Contact contractors to ascertain their ability to carry out works and issue work order forms on PMS, checking with Directors for authorisation if required. Monitor contractor performance, follow through and complete jobs, updating PMS. Prepare specifications for all contracts at blocks managed, including cleaning, gardening, window cleaning, etc., to issue tenders and appoint contractors. Issue contracts ensuring compliance with current health and safety legislation. Carry out regular site inspections to monitor works and keep Directors advised of progress before any part payment or full payment of contractor invoices are authorised. Ensure that all contracts and schedules of works for all properties are entered into the computerised system and updated. Advise all lessees and/or tenants of impending works. Monitor contractor performance regularly. Work in conjunction with external/in-house surveyors regarding major works contracts, attend progress meetings as necessary, ensure S20 Notices are served, and pay authorised invoices. SERVICE CHARGES
Monitor expenditure to ensure sufficient funds are available to cover all necessary repairs/works, except in rare cases where emergency works may be required. Responsible for chasing arrears of service charges and ground rents due on the portfolio up to the instruction of solicitors. GENERAL
Check, code, and authorise invoices. General filing. Any other duties as directed. PERSONAL REQUIREMENTS
MIRPM/MTPI and demonstrable post-qualification experience. Good understanding of Residential Property Management and current legislation. Well-developed interpersonal and oral communication skills. Interpersonal skills and customer-focused. Ability to work on own initiative. Good literacy and numerical skills. Diplomacy. Ability to prioritise workload and work under pressure. Team player.
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Drafting and serving S20 notices for major works. Manage a high-end technical portfolio in accordance with RICS Codes of Practice, ARMA rules, and landlord and tenant legislation. Provide full professional property management services for a portfolio of freehold/leasehold developments and individual properties on behalf of freehold clients, developers, and resident management companies, proactively managing in accordance with the management agreement, the terms of the lease/agreements, and good current practice. Respond to pre-assignment enquiries. Manage company targets of income and service delivery. Handle leaseholder enquiries related to the development. Respond to all correspondence/emails, telephone calls including those from Directors, lessees, and tenants. Prepare and draft minutes of Board meetings for approval by the Directors. Understand lease terms and write to lessees/tenants/letting agents regarding any matters which may contravene the terms of the lease (e.g., noise/nuisance, satellite dishes, wood floors, pets, etc.). Be prepared to deal with any issue that may arise during the management of the properties. Ensure the property operates as smoothly as possible. Oversee a small team of Junior Property Managers and site staff. BUDGETS & ACCOUNTS
Prepare and issue draft budgets to Directors for consideration and agree with the Board of Directors, approving on PMS computer system. Understand service charge and company accounts and explain them to Directors. INSPECTIONS
Arrange meetings and inspections for all managed properties. Ensure that all necessary contracts and annual inspections are in place. Carry out regular inspections of properties and action any necessary works. Ensure that all properties under management have up-to-date Health & Safety, Fire Risk Assessments, Asbestos Surveys, Legionnaires Risk Assessment, and Electrical Reports. INSURANCE
Ensure all properties in the portfolio are insured, including dealing with all claims, renewals, and enquiries regarding the policy. Liaise with Loss Adjusters and obtain quotes for remedial works and oversee any emergency repairs. Liaise with Directors as necessary to ensure that blocks are revalued for insurance purposes at least every 3 years in accordance with company policy. MAINTENANCE
Contact contractors to ascertain their ability to carry out works and issue work order forms on PMS, checking with Directors for authorisation if required. Monitor contractor performance, follow through and complete jobs, updating PMS. Prepare specifications for all contracts at blocks managed, including cleaning, gardening, window cleaning, etc., to issue tenders and appoint contractors. Issue contracts ensuring compliance with current health and safety legislation. Carry out regular site inspections to monitor works and keep Directors advised of progress before any part payment or full payment of contractor invoices are authorised. Ensure that all contracts and schedules of works for all properties are entered into the computerised system and updated. Advise all lessees and/or tenants of impending works. Monitor contractor performance regularly. Work in conjunction with external/in-house surveyors regarding major works contracts, attend progress meetings as necessary, ensure S20 Notices are served, and pay authorised invoices. SERVICE CHARGES
Monitor expenditure to ensure sufficient funds are available to cover all necessary repairs/works, except in rare cases where emergency works may be required. Responsible for chasing arrears of service charges and ground rents due on the portfolio up to the instruction of solicitors. GENERAL
Check, code, and authorise invoices. General filing. Any other duties as directed. PERSONAL REQUIREMENTS
MIRPM/MTPI and demonstrable post-qualification experience. Good understanding of Residential Property Management and current legislation. Well-developed interpersonal and oral communication skills. Interpersonal skills and customer-focused. Ability to work on own initiative. Good literacy and numerical skills. Diplomacy. Ability to prioritise workload and work under pressure. Team player.
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