Estate Management Support

5 months ago

Portsmouth, United Kingdom PS&B Estate Management Full time

**Job Title: Estate Management Support**

**Department: Estate Management**

**Location: Portsmouth**

**Hours: Monday to Friday 09:00 - 17:00 - 1 hr lunch break (35hrs)**

**(Additional hours when necessary, depending on the needs of the business)**

**Report to: Head of Department/Property Manager**

**Holiday Allocation: 25 days per annum**

**Salary: Dependent on age and experience**

**Summary of Job**:To assist PS&B Property Managers in the management of a mixed and varied portfolio of residential and commercial property located on the South Coast for all PS&B offices.**

Main Tasks & Responsibilities:

- To assist in the provision of an efficient and effective service to landlords and leaseholders.
- To handle and deal with initial enquiries from lessees relating to repairs, accounts and all aspects of estate and property management.
- To assist with the monitoring and processing of all legal compliances as directed in conjunction with the relevant Property Manager(s). e.g. Fire Risk Assessments.
- To manage the master spreadsheet for service charge budgets and roll forward the budget templates each quarter for Property Managers to take forward.
- To assist Property Manager(s) in compiling replies to Solicitors Enquiries (LPE1)
- To assist Property Manager(s) in the reading of leases and in identifying covenants as they apply, predominantly for maintenance and repair.
- To help administer Section 20 consultations for qualifying major works.
- To assist with obtaining tenders and quotes for the appointment of contactors for planned and reactive maintenance.
- To log and liaise claims with the landlord’s Insurance brokers & claims handlers.
- To liaise with external Surveyors in the administration of projects and one-off diagnostic instructions.
- To assist Property Manager(s) with preparing property information for takeover or handover of management.
- To assist with filing, scanning and re-organisation of electronic filing systems.
- To help provide information for preliminary enquiries made to the accounts dept.
- To keep accurate minutes of all department meetings.
- To carry out mail merges as directed.
- To issue welcome packs to new leaseholders.
- To maintain records of all contact information for landlords and leaseholders.
- To oversee the upkeep of the contractor Public liability Insurance database.
- To attend properties when required on an ad hoc basis to make basic checks
- To attend Directors meetings and/or AGM’S/Resident meetings either at PS&B offices, at properties or local venues and to take meeting minutes if required.
- To process the distribution of service charge accounts to leaseholders and landlords and to maintain records
- To liaise with utility brokers and utility companies and maintain records.
- To develop and maintain a culture of good public relations and customer care.

**Person Specification**:

- Good level of experience in customer service and committed to providing a high standard of customer care.
- Good public relation and communication skills, orally and written, good telephone manner.
- Possess good IT skills particularly in Microsoft Office Suite; primarily word, excel & outlook. Experience of working with a database system e.g. Microsoft Access. Knowledge of QUBE Database is advantageous but not a prerequisite.
- An understanding of property management preferably blocks management and the relevant legislation.
- Ability to communicate effectively with people at all levels, e.g. freeholders, lessees, solicitors, contractors etc.
- A basic knowledge of various building construction forms and techniques for their repair and maintenance is advantageous but not a prerequisite.
- An appreciation of the legislation framework relating to leasehold management.
- Be a team player and be prepared to work from any of our offices or if necessary, from home.

**Please Note**:
**Job Types**: Full-time, Permanent

**Benefits**:

- Additional leave
- Company events
- Company pension
- Cycle to work scheme
- Life insurance
- Referral programme

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Experience**:

- Administration: 1 year (required)

Work Location: In person

Reference ID: PSB043

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