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Assistant Property Manager

3 months ago

London, United Kingdom Property Management Recruitment Full time

Purpose of Role

Working with the Property Manager to ensure that the responsibilities of the Managing Agent are effectively discharged, estate-based personnel are managed and supervised, the development is safe and well maintained, service charges are collected and leaseholder enquiries are responded to in a timely manner.


Duties

Service Charge Activities

• Assist in creating and agreeing annual Service Charge budgets with the client

• Develop reserve fund plan (based on cyclical maintenance plan)

• Assist the Property Manager to ensure annual Service Charge accounts are created, approved by client and issued to leaseholders

• Ensure that Service Charges are issued and collected (in accordance with the lease) and recovery action is initiated when appropriate

• Monitor payment of contractors and ensure invoices are processed promptly

• Assist in dealing with queries relating to the Service Charge


Block Management Activities

• Undertake regular site visits and create site reports covering observations and remedial works required

• Instruct contractors for repair works and verify contractor work completed to specification

• Register/process claims with insurance company/assessor/broker

• Obtain quotes to make good and approval from insurance company to proceed

• Instruct contractor for insurance repair works and verify contractor work completed to specification

• Approve (& code) contractor invoices

• Assist in preparing periodic development review management packs for review with senior management and support creation of development update packs for cyclical reviews with client

• Provide reports/updates to Management as required


Leaseholder (Resident) Engagement

• Respond to leaseholder/resident enquiries (phone, email and face-to-face)

• Create and issue notices to leaseholders/residents

• Create and issue periodic development newsletters, updates on the portal

• Assist in arranging periodic development meetings with leaseholders/residents

• Arrange periodic development events for leaseholders/residents

• Arrange and attend AGM, take and issue AGM minutes and discharge AGM actions


Health & Safety Activities

• Arrange periodic health and safety assessments/inspections (e.g. lifts, plant, machinery, water and fire) and discharge any resulting actions


Skills Required

Essential

• Property/block management experience

• Communication (written/oral) & inter-personal skills

• Results oriented

• Microsoft Office 365, including MS Word, Excel and PowerPoint

• Attention to detail

• Methodical and organised

• Customer care experience

• To be able to demonstrate the company values


Desirable

• Lead/motivate cross-functional teams

• Health and Safety legislation

• Financial acumen

• Ability to travel to other locations as needed

• Property management qualification (e.g. TPI)

• Strong people management skills

• Contractor Management Experience