Job Description

Summary:

Responsible for issuing communications across a varied portfolio at varied levels as well as working with wider team on compliance, issuing keys, setting up regular inspections and reviewing them, arranging access appointments, issuing notices to tenants where required and providing updates to leaseholders and involvement in maintenance across the portfolio.

Reporting to Senior Insolvency Manager (SIM) on day to day tasks. Working with Senior Property Manager (SPM) on block and estate requirements. Wider involvement with Operations Director and Managing Director as and when required across portfolio.

Responsibilities:

Communications

Ensuring introductory letters are issued upon every instruction - flagging that we haven't received a response and assisting with next steps of investigation Issuing communications to tenants when there are access appointments Updating leaseholders where relevant and instructed by SPM Being initial point of contact for incoming calls and to assist with day to day enquiries

Access & Security

Arranging access appointments as requested by the client for sales agents, contractors, lenders etc Ensuring security providers are updated where there are guards and/or cameras on site of anyone we are expecting to access the property Ensuring the client is updated quickly when access is confirmed Setting up KeyNests where possible and if not, setting up keyholders Keeping a log of where we are expecting keys to be returned and chasing the relevant provider if these haven't been returned yet Cutting/copying keys and issuing to relevant parties such as sales agents. Ensuring we always have an available set in the office and local to the property

Insurance Requirements

Setting up weekly, fortnightly or monthly inspections - as determined by client Reviewing inspections and ensuring any issues are flagged with SIM immediately Booking drain downs quickly after a property has been secured - this must be completed within 30 days of securing a vacant property Perishables are removed from the property upon securing to avoid any pest control issues Combustibles are either removed immediately upon securing the property or quoted to be removed for client to approve If there is an item that cannot proceed, such as the water being turned off as there is a joint stopcock, that the client and their insurer are advised of this immediately

Compliance

Tenanted properties - if tenants cannot produce copies of compliance certificates within 7 days of our instruction, we are instructing gas safety certificates and energy performance certificates as a rule and obtaining instruction from the client on electrical installation certificates. Remedials also to be actioned if required. Commercial properties - if these are tenanted, usually the responsibility of the tenant to provide copies of these and we should be obtaining copies of these certificates. Depending on type of property, and if its vacant, we may also be required to instruct relevant compliance such as asbestos surveys etc. Block/estate management - working with SPM in ensuring full compliance including FRAs, fire alarm and emergency lighting, lift inspections, asbestos surveys, signage is correct throughout, fire doors have either been inspected or discussed, if high risk that Technical Director is notified for further advice on potential building safety case Arranging handover appointments with tenants as and when they vacate - ensuring a locksmith is booked to change locks as well as a check out clerk

Maintenance

Ensuring work orders are on software system for every instruction and this is never missed Following up with contractors to obtain an attendance date and diarising so we know when this will be completed Updating tenants/leaseholders on booked attendance for works or outcome following attendance Obtaining quotes for works over a set amount and submitting to SIM/client for approval

Software & Filing

Setting up files when new instructions arrive Ensuring all documentation is saved in the relevant folders including correspondence Adding properties and tenancies to software and ensuring rent charges are set up appropriately

Qualifications, Skills & Experience:

Exceptional organisational skills Ability to prioritise even when there are multiple tasks to complete High level of attention to detail and accuracy Excellent written and verbal communication skills Ability to be empathetic with tenants, leaseholders and borrowers who may be concerned/confused by our client's appointment - a requirement of patience with this process is key Ability to work under pressure and achieve results from this
Job Type: Full-time

Pay: 19,000.00-24,000.00 per year

Benefits:

Company pension
Work Location: In person