Job Description

As a Property Manager, you will be part of our Asset Management team, ensuring the smooth and efficient management of a diverse portfolio of properties. You will oversee day-to-day property management activities, maintain tenant relationships, and collaborate with key stakeholders to deliver exceptional service, maximise asset value and drive down landlord void costs.


This dynamic role requires a proactive individual with a strong understanding of property management principles, excellent organisational skills, and a commitment to maintaining high standards in property operations and tenant satisfaction.

KEY RESPONSIBILITIES

At all times to follow the procedures set out in the Company's Finance & Property Process Document, including but not restricted to the following duties:

MAINTENANCE OF PROPERTY DATABASE

By liaison with Property Management Accountant, maintenance of YARDI Property Management Database to include establishment and updating of property and tenant records.

ISSUE OF INVOICES/CREDIT CONTROL

By liaison with Property Management Accountant, approval of tenant demand run four weeks prior to due date where payments are due quarterly and three weeks in advance where payments are due monthly or as otherwise defined in the Company's Policies & Procedures documentation. By liaison with the Credit Controller, implementation of the Company's credit control procedures to ensure payments are collected timeously. To report to and liaise with the Asset Manager in relation to any late payments and to agree procedure for recovery of sums due. To liaise with Solicitors in terms of instructions to pursue outstanding payments due. In conjunction with Asset Manager to agree payment plans with tenants in difficulty and to monitor adherence to agreed payment plan and to report any ongoing concerns to the Asset Manager.

SERVICE CHARGES

To prepare draft service charge budgets for approval by the Asset Manager for issue two months prior to (or as otherwise defined in the Company's Policies & Procedures documentation) commencement of service charge year to include provision for any extraordinary repairs or refurbishments required in forthcoming service charge year. Undertaking annual (or more frequently depending upon lease terms) service charge reconciliation within four months to (or as otherwise defined in the Company's Policies & Procedures documentation) of year end. Draft report to be approved by Asset Manager prior to issue. To monitor expenditure during the service charge year and to highlight any significant deficiencies in expenditure over budget to Asset Manager.

CONTRACTORS

To instruct and work closely with Facilities Managers, consultants and contractors as may be employed by the company. In addition, regularly monitor, review and if required, tender ongoing maintenance contracts to ensure competitiveness and ensure that all contractual documentation is held to include contractor H & S details, insurance, risk assessments, method statements, etc. To ensure a "Permit to Work" system is maintained in terms of contractors undertaking their duties on site in accordance with the Company's Health & Safety policy. Check and approve all supplier invoices as defined in the Company's Policies & Procedures documentation. Working with Facilities Managers to manage, monitor, drive and oversee contractor performance.

INSURANCE

Maintain insurance records, specifically notifying the Company's appointed Broker when properties become vacant and ensuring that loss of revenue cover is cancelled. To ensure the Company's Insurer's non-occupancy requirements are adhered to by tenants not in occupation or by site staff/ Operations Manager in terms of vacant units. To notify Broker when units are let to ensure that appropriate loss of revenue cover is put in place. To notify Brokers when works are undertaken to properties that may affect cover. To ensure insurers risk improvement requirements are implemented by either the Company as Landlord when responsible or by tenants.

PROPERTY INSPECTIONS/REPAIRS AND MAINTENANCE

Carry out regular inspections of properties in-line with the Asset Management Agreements or as otherwise defined in the Company's Policies & Procedures documentation to ensure:


that relationships with tenants are preserved and developed to seek further opportunities or to determine at an early stage if a tenant is in financial difficulty or looking to relocate and to inform Asset Manager accordingly. that standards are being maintained by contractors in performance and delivery of service. health and safety standards are being observed and maintained on site and that any concerns [be this the responsibility of the Company as Landlord or the tenant(s)] are addressed. that the Company is complying with its leasehold obligations to its tenants in terms of maintenance and repair, etc. of common areas/provision of services and to highlight any concerns to the relevant Asset Manager to include any recommendations where matters/service delivery could be improved. that tenants are complying with their leasehold obligations. Where this is not the case to discuss with tenant to ensure situation is addressed and, if necessary, to follow up in writing. To discuss any significant concerns with Asset Manager to agree action required. to attend to any matters of repairs and maintenance where responsibility rests with the Landlord as otherwise defined in the Company's Policies & Procedures documentation. to make recommendations upon repair works or improvements required/desirable and if required to progress such works following Asset Manager approval.

MANAGEMENT OF SITE-BASED STAFF

By liaison with and line management of site-based staff /contracted security staff, etc., to ensure that high standards of performance is maintained

HEALTH AND SAFETY REQUIREMENTS

To ensure that the Company' Health & Safety policy is implemented and maintained by way of ensuring annual Health & Safety audits are timeously undertaken by the Company's appointed consultant and that their recommendations are followed up and that the on-line Health and Safety Management System is checked and maintained on a regular basis. Without being exhaustive, to ensure that annual Health & Safety and Fire Risk Assessments are undertaken and the recommendations therein timeously implemented. Working with facilities managers to ensure weekly fire alarm testing is undertaken and half year evacuations carried out in terms of multi-let sites and records suitably maintained. To ensure Asbestos Surveys/Registers are maintained where this duty falls on to Landlord

MANAGEMENT

To attend the Company's management meetings.

BUSINESS RATES

To ensure all vacant properties/units are mitigated as defined in the Company's Policies & Procedures documentation.

OTHER DUTIES

Such other duties or functions that may be required by the Company from time to time to include dealing with day-to-day management matters commensurate with commercial property

.

Requirements

Excellent communication and stakeholder management skills, with the ability to influence and align diverse teams. Strong analytical, technical, and communication skills to deliver timely and accurate reporting to key stakeholders. Proficiency in MS Office Suite including Power Point and Excel Excellent verbal and written communication with close attention to detail. Team player with proven stakeholder management skills. Proven experience in property management, with a strong understanding of property operations and tenant management. Knowledge of relevant property legislation, health and safety regulations, and compliance standards. Property Degree/MRICS desirable but not essential.

Benefits

Holidays - 25 days per year plus bank holidays and local public holidays


Private Medical Insurance


Health Cash Plan


Pension


Death in Service


Employee Assistance Programme


Cycle to Work Scheme