Block Property Manager

Block Property Manager.

Full-time. Permanent.

The Property Manager is primarily responsible for the delivery of management services to a portfolio of residential and, where applicable, mixed-use buildings and estates. This role will be the direct interface with the Client/Freeholder and Leaseholders within their portfolio. To develop and maintain a motivated and customer orientated service and ensure that service standards are achieved within company policy, and that legislative and regulatory and best practice requirements are met. The Property Manager may, in cases of a large portfolio, have an assistant property manager to work alongside them and should endeavour to develop the individual’s skills for succession management.

Responsibilities & Duties

Summary

Property Inspections and Maintenance:

Inspections and Reports Finance:

Budgets and Client Accounts Insurance:

Building, Directors and Officers insurance Meetings:

EGMs, AGMs, Directors’ and Residents’ meetings

Correspondence and Administration

Breaches of the Lease Contractors Property Sales (Assignment of the Lease)

Complaints

General

Details

Property Inspections and Maintenance:

Carry out periodic inspections of the property and prepare site reports for the client / landlord / residents’ committee / insurance company

Ensure compliance with Health & Safety Regulations and maintain accurate records of Risk Assessments, their dates and planned frequency for re-inspection.

Record on the Data Station system and take action upon the findings of the Risk Assessments

Meet at the property with contractors to ensure the conditions of their contract are adhered to and inspect works after they have been carried out

Arrange for the maintenance of all areas which are common to all lessees under the terms of the lease

Arrange day to day items of repair and obtain two quotations for all works costing over £250 prior to the works being commenced (except in the case of emergency)

Arrange provision of additional items (signs, lights etc) required by the development subject to the terms of the lease

Undertake routine fire door inspections to communal fire doors in managed blocks under 18m, subject to passing the BRE Fire Door Course.

Arrange maintenance of external and internal decorations

Arrange maintenance of plant and equipment

Arrange maintenance of lighting installations, including re-lamping

Monitor and maintain building management systems

Arrange maintenance of water features Instruct other professionals (surveyors, engineers etc) as required and upon client instructions

Arrange car park management

Arrange refuse collection management

Arrange testing of lifting equipment and abseiling points

Arrange cleaning of all areas including facades

Arrange training of site staff

Arrange lightning conductor inspections

Arrange out of hours emergency repair service if agreed with client

Arrange periodic inspections of plant and machinery by competent persons

Prepare and keep up-to-date records of Planned Preventative Maintenance Schedules

Finance:

Ensure that Management Agreements are in place for all clients and developments

Prepare budgets for each property within the portfolio and prepare notes of explanation for each property within the portfolio and ensure they are complete and approved two weeks prior to the billing period

Liaise with clients / landlords to agree the service charge budget

Provide background detail and financial information to enable the service charge budgets to be agreed

Assist the Client Accountant with preparation of the clients’ annual accounts and liaise with the clients / landlords / leaseholders on the content of the prepared annual accounts

Assist Accounts with preparation of audit packs

Obtain approval for all client costs in excess of £250 Answer residents’ queries on service charges

Instruct Credit Control to advise lessees of their liability for payment under the terms of the lease

Liaise with Credit Control to report on progress of recovery of service charges to the client / landlord Liaise with the Accounts teams in the production of requests for payment, service charge debtors, accounts production and all other accounting processes as agreed

Insurance:

Ensure that the developments, including common areas, in the portfolio are fully insured, including property owners’ and employers’ liability cover (if applicable) to their full value and that the premiums are paid promptly

Ensure that all Plant & Machinery is insured against any sudden or unexpected damage and ensure that periodic plant inspections are carried out to comply with statute

Ensure that the Directors of Residential Management Companies have, or are offered, Directors & Officers Insurance

Ensure that the Directors of Residential Management Companies have, or are offered, Legal Expense Insurance

These duties are not exhaustive. A full job specification can be provided.