Job Description

This role will involve and is not limited to:

Client Liaison

To build relationships with Directors of RMC and clients.

To undertake regular reporting on each property in accordance with the agreed schedule.

Attending Directors meeting at agreed times (evening work).

Dealing with Director enquiries in accordance with the Customer Charter.

Updating the property website.

Function

Develop and maintain a customer service that meets legislative, regulatory, and best practice standards.

To manage a portfolio of properties.

To meet of all deadlines.

Property Inspections

Follow up immediately with the property inspection reports.

Action all required works.

Prepare property task list.

Tender out works required on report and issue Purchase Orders.

Staff Relations

Liaise with Property Management and admin support staff.

Liaise with Accounts Team and ensure that reporting deadlines are met.

Supervising onsite staff where required.

Service Charge Budgeting

Ensure the Client has signed the Management Contract within the last 12months.

Prepare annual Service Charge budgets on a timely basis.

Circulate draft budgets and notes of explanation. Present to associations/management, companies/landlords, where necessary and obtain the necessary approval.

Circulate approved budgets and notes of explanation with the associated report to all lessees.

Manage Service Charge expenditure within the agreed budgeting levels and on a regular basis to review with Accounts.

Managing Reserve and Sinking Funds to ensure financial probity for each property.

Devise a 5-year Service Charge Capital Expenditure Plan if required Answer Service Charge queries.

Service Charge Collection

To manage the collection of Service Charges and direct the Credit Controller as appropriate.

Meetings

Attend meetings in accordance with our management contract (some evening).

Arrange and attend Annual General Meetings and Chair where appropriate.

Answer questions and queries from Leaseholders and Directors.

Produce minutes and circulate to Leaseholders.

Undertake appropriate action following meeting and incorporate this into the property task list.

Insurance

Ensure insurance communal claims are efficiently administered and reinstatement works are undertaken properly.

Report to the Director.

Ensure the insurance is renewed on an annual basis and a full market exercise is undertaken:

1. Building Insurance

2. Terrorism Insurance

3. Engineering Insurance

4. Directors and Officer insurance

5. Arrange settlement

Repairs/Contractors

To instruct and oversee repairs and ensure that they are undertaken in accordance with our Customer Charter.

Monitor performance of all service providers.

Where necessary meet contractors on site to discuss the required works.

Report to the Directors on progress as and when required.

To liaise with internal/external surveyors as and when required.

To ensure that repairs are undertaken within budgetary limits.

Tendering contracts as appropriate.

Issue purchase Orders for all work instructions after reviewing the property cash balance.

Dealing with quotes appropriately and carry out statutory consultation with the client and lessee over major works.

Liaise with surveyors as appropriate.

Health & Safety

Ensure compliance in all Health and Safety legislation as it applies to the portfolio.

Ensure all inspections are undertaken in accordance with Health & Safety legislation.

Ensure that Health & Safety, Fire Risk Assessment and Asbestos surveys are undertaken.

Ensure that all actions identified in the above are completed within agreed and reasonable timescales.

To immediately highlight in writing any areas of Health & Safety non-compliance to the Line Manager.

New Business

Identifying and reporting new business.

Complaints

Assisting the Operations Officer/Compliance Officer to respond to complaints.

General

To ensure invoices are produced for additional work.

Assisting in the case preparation and attending the FTT or court.

Undertaking all duties usually associated with leasehold property management in accordance with company procedure, the contract with the client and the law.

Complying with TPI best practice and codes of conduct

Endeavoring to keep informed of changing legislation and best practice.

Being professional and courteous at all times.

Ideally you will have:

Some property management experience

Ideally hold TPI qualification

Able to demonstrate sound commitment to employers throughout their career

A preference for building strong working relationship with a small select group of resident Directors and freeholders.

Strong service mentality with outstanding attention to detail, immaculate presentation, and solid written / spoken English.

Job Type: Fixed term contract
Contract length: 12 months

Pay: 35,000.00-38,000.00 per year

Work Location: In person