Job description
RESPONSIBILITIES & DUTIES:
To assist the Management Team with the efficient and effective management of a designated property portfolio comprising of residential and mixed use properties, to include but not limited to the following tasks:
CLIENT CARE
- To follow and adhere to the Group's policies and procedures at all times, without deviation.
- 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 Line Manger, Area Manager, Regional Control) on matters concerning the effective management of the managed portfolio.
- To manage/ prioritise risks and liabilities at all times.
- 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 at all times.
- To work with Colleagues and external consultants to ensure that the Group's interests are preserved at all times.
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, residents associations through general correspondence, emails, letters, newsletters, circulars, in a prompt and professional manner.
- Prepare Tenant Handbooks in accordance with the Groups 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 dealing 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.
- Avoid entering into any Qualifying Long Term Agreements and where these are unavoidable, adhere to Section 20 Consultation procedures.
LEGAL
- Liaise with the Legal Department to answer Pre-contract Enquiries (LPE1).
- Attend court as required in respect of leasehold disputes.
- Deal with disputes/ breaches of lease (i.e. service charge/ ground rent arrears, unauthorised alterations, disrepair) in a proactive way and ensure that s.146 rights are preserved and seek instructions (from Line Manger, Area Manager, Regional Control) to engage solicitors as necessary.
- Assist the Legal Department with any licence to alter applications, statutory lease extension and enfranchisement claims.
H&S
- Accompany the appointed Risk Assessor on their H&S and Fire Risk Assessment inspections and provide them with information necessary to complete their report.
- Manage H&S across the designated portfolio utilising the Group's Management Information Systems (PropertyPlus, Envirotec Portal, SafeContractor) and deal with any actions arising promptly.
- Review statutory inspection reports and deal with any remedial works/ recommendations which are raised, in a commercially focused manner, seeking advice from Regional Executive/ external consultants as necessary.
FINANCIAL
- Prepare Service Charge Budgets in a timely fashion and monitor expenditure, throughout the course of 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.
- Liaise with the Rent Administrator regarding service charge and ground rent arrears, monitoring these regularly and, subject to Area Manager approval, instruct solicitors as necessary.
- Review rents annually and seek rent increases accordingly.
To carry out any other tasks, as directed by the Management Team, that is within the capabilities of the job holder.