Purpose of Role
Working with the Property Manager to ensure that the responsibilities of the Managing Agent are effectively discharged, estate-based personnel are managed and supervised, the development is safe and well maintained, service charges are collected and leaseholder enquiries are responded to in a timely manner.
Duties
Service Charge Activities
- Assist in creating and agreeing annual Service Charge budgets with the client
- Develop reserve fund plan (based on cyclical maintenance plan)
- Assist the Property Manager to ensure annual Service Charge accounts are created, approved by client and issued to leaseholders
- Ensure that Service Charges are issued and collected (in accordance with the lease) and recovery action is initiated when appropriate
- Monitor payment of contractors and ensure invoices are processed promptly
- Assist in dealing with queries relating to the Service Charge
Block Management Activities
- Undertake regular site visits and create site reports covering observations and remedial works required
- Instruct contractors for repair works and verify contractor work completed to specification
- Register/process claims with insurance company/assessor/broker
- Obtain quotes to make good and approval from insurance company to proceed
- Instruct contractor for insurance repair works and verify contractor work completed to specification
- Approve (& code) contractor invoices
- Assist in preparing periodic development review management packs for review with senior management and support creation of development update packs for cyclical reviews with client
- Provide reports/updates to Management as required
Leaseholder (Resident) Engagement
- Respond to leaseholder/resident enquiries (phone, email and face-to-face)
- Create and issue notices to leaseholders/residents
- Create and issue periodic development newsletters, updates on the portal
- Assist in arranging periodic development meetings with leaseholders/residents
- Arrange periodic development events for leaseholders/residents
- Arrange and attend AGM, take and issue AGM minutes and discharge AGM actions
Health & Safety Activities
- Arrange periodic health and safety assessments/inspections (e.g. lifts, plant, machinery, water and fire) and discharge any resulting actions
Skills Required
Essential
- Property/block management experience
- Communication (written/oral) & inter-personal skills
- Results oriented
- Microsoft Office 365, including MS Word, Excel and PowerPoint
- Attention to detail
- Methodical and organised
- Customer care experience
- To be able to demonstrate the company values
Desirable
- Lead/motivate cross-functional teams
- Health and Safety legislation
- Financial acumen
- Ability to travel to other locations as needed
- Property management qualification (e.g. TPI)
- Strong people management skills
- Contractor Management Experience