Senior Property Manager
POST : PROPERTY MANAGER
REPORTING TO : Head of Property Management team
OBJECTIVES : To offer the highest standards of service to tenants.
Hours of employment are 9.00AM – 5.30PM : 25 days holidays per annum
- Good understanding of Residential Property Management and current legislation
- Well developed interpersonal and oral communications skills
- Interpersonal skills and customer focused
- Ability to work on own initiative
- Good literate and numerical skills
- Ability to prioritise workload and work under pressure
MAIN DUTIES AND RESPONSIBILITIES
1. PROPERTY MANAGEMENT
1.1 Manage portfolio in accordance with RICS Codes of Practice, ARMA rules.
1.2 Assisting the Head of property management to provide a 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 manage in accordance with the terms of management agreement /SLA.
1.3 Assisting the Head of property management to manage in relation to company targets of income and service delivery.
1.4 Dealing with leaseholders enquiries appertaining to the development.
1.5 Handling telephone calls and taking detailed messages/dealing with them in an appropriate manner.
1.6 Responding to correspondence/emails including those from Directors, lessees and tenants - as requested by the Head of property management.
1.7 Attend residents AGMs and directors meetings, and raise fees where applicable; issue draft minutes to Directors.
1.8 Action Minutes.
1.9 Write to lessees/tenants/letting agents in relation to any matters which may contravene the terms of the lease, i.e. noise/nuisance, satellite dishes, untaxed vehicles, pets, etc. and set up files for any lease breach.
1.10 Contacting DVLA via HML legal and admin team regarding abandoned cars and illegally parked vehicles after obtaining instructions from clients.
1.11 Ensure the property operates as smoothly as possible.
2.1 Prepare service charge budget in accordance with the terms of the leases and Transfer; and issue draft budgets prior to the year end to Directors for consideration and approval
2.2 Respond to Directors queries in connection with budgets promptly and in a professional manner.
3.1 Ensure that inspections of properties are regularly undertaken by the HML Andertons Health and safety inspectors, any points raised are actioned.
3.2 Arrange meetings and inspections for all properties managed.
3.3 Ensure that all necessary service contracts and annual inspections are in place.
3.4 Carry out regularly inspections of properties in accordance with the terms of the management agreement and as and when a circumstance requires.
3.5 Upload inspection reports on Riskbase and notify clients.
4.1 Ensuring all properties in the portfolio are insured including dealing with all claims, renewals and enquiries regarding the policy.
4.2 Liaising with Loss Adjusters and obtain quotes for remedial works and to effect and oversee any emergency repairs.
5.1 Contact contractors to ascertain whether they are able to carry out works and issue work order - checking with Directors in the first instance if authorisation is required.
5.2 Monitor contractors performance - Follow through and complete jobs, updating PMS.
5.3 Issue keys to contractors and monitor safe return - recording this information in Key book.
5.4 Ensure key cabinets are kept secure and closed at the end of each day.
5.5 Update the Approved Contractors List ensuring that all contractors hold Public Liability Insurance.
5.6 Prepare specifications for cleaning, gardening, window cleaning, etc., to issue tenders and appoint contractors – liaising closely with senior property managers.
5.7 Issue contracts to contractors ensuring that they comply with current health and safety legislation.
5.8 Carry out regular site inspections to monitor works and keep Directors advised of progress before any part payment or full payment is authorised - in conjunction with the Head of property management.
5.9 Ensure that all contracts and schedule of works for all properties are entered on the computerised system and updated.
5.10 Advise all lessees and/or tenants of impending works, etc.
5.11 Monitor contractors performance regularly.
6. SERVICE CHARGES
6.1 Monitor expenditure to ensure sufficient funds are available to cover all necessary repairs/works.
7.1 Check, code and input invoices.
7.2 General Filing
7.3 Any other duties as directed.