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Experienced Senior Property Manager

2 months ago

Banbury, Oxfordshire, United Kingdom Strutt & Parker LLP Full time
Job Description

About the Role

We are seeking an experienced Senior Property Manager to join our lettings team in Oxford. As a key member of our team, you will be responsible for managing an allocated portfolio of properties, providing efficient and accurate administrative and day-to-day management.

Key Responsibilities

  1. Manage a portfolio of properties, ensuring compliance with up-to-date lettings legislation and best practice procedures.
  2. Act as central contact for landlords, tenants, and internal team members during active tenancies.
  3. Provide excellent customer service to landlords, tenants, and internal team members.
  4. Manage 75-125 properties across 2-3 branches.
  5. Check all invoices and authorise for payment within 48 hours of receipt.
  6. Manage supplier statements to ensure payment is made promptly.
  7. Perform property visits using Inventory Base software during active tenancies.
  8. Send visit reports to landlords and manage issues resulting from the visit.
  9. Ensure both Landlord and Tenant comply with statutory and contractual obligations as per the tenancy agreement.
  10. Negotiate tenancy renewals and produce memorandum of agreements for signature.
  11. Accept and confirm correct notices have been served by both Landlord and Tenant.
  12. Draw up all legal notices on behalf of the Landlord and process efficiently and effectively.
  13. Prepare communications and administer for any tenant or tenancy changes regarding a deed of assignment and/or deed of surrender to end a tenancy.
  14. Ensure the inventory report is kept up to date during the tenancy with any amendments to the property captured.
  15. Arrange inventory checkouts and communicate to both Landlord and Tenant.
  16. Deal with all associated administration to agree with both parties proposed deposit deductions and deposit return.
  17. Raise and submit TDS paperwork within a reasonable time frame, not exceeding the three-month deadline when a dispute has arisen.
  18. Organise gas safety records and electrical certificates, ensuring smoke and carbon monoxide alarms are installed following all legislation.
  19. Update master portfolio spreadsheet to reflect new properties and dis-instructions.
  20. Organise and follow up any insurance claims on behalf of the Landlord where necessary.
  21. Deal with tenant and client queries regarding property matters.
  22. Consult and update Team Manager and Lettings Office Head where necessary.
  23. Welcome visitors and deal with them appropriately when required.
  24. Attend Lettings and team meetings.
  25. Notify Team Manager of any potential property issues.
  26. Support and assist the team in the daily running of another portfolio in the absence of other team members.
  27. Maintain a paperless filing system, ensuring it is accurate and up to date.
  28. Keep databases up to date, including CRM and Aspasia.
  29. Proactively maintain own legal knowledge and comply with all Lettings legislation.
  30. Ensure the necessary processes and procedures are in place to support compliance.
  31. Ensure accurate data entry and correct any missing or incorrect data.
  32. Actively assist with training of less senior team members, ensuring everyone implements correct processes.
  33. Undertake a proactive mindset with regards to all tasks to ensure all Clients, not only within your own portfolio, receive an outstanding service level.
  34. Assist with arranging team socials.
  35. Seek opportunities to assist the team & manager(s) when you are not busy.
  36. Undertake audits & projects for the team, not necessarily relating directly to your portfolio.
  37. Oversee the Property Management department when the Team Manager is away.
  38. Consider and put forward new ideas to streamline processes for the department.

Person Specification

Qualifications:

• Educated to GCSE level or equivalent as a minimum.

Experience:

• Good level of experience within a similar role.

• A smart appearance and professional approach is essential.

• Excellent communication skills.

• Customer-focused with commitment to maintaining excellent service standards at all times.

• Must possess a composed manner in order to work under pressure and solve problems.

• Organised and systematic – ability to prioritise workloads.

• Ability to meet deadlines.

• An understanding of confidentiality issues and the use of discretion.

• Accuracy and attention to detail.

• Ability to work to specified processes and routines in a fast-paced environment.

• Good working knowledge of IT systems; user knowledge of Aspasia is a bonus.

We are proud to offer award-winning benefits to support and reward our employees:

  • Health & Leisure: 25 days annual leave + public holidays (option to purchase up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work.
  • Financial: Pension, life assurance at 8 x basic salary, group income protection (long term disability insurance), interest-free season ticket loan, bonus scheme - eligible to participate in the Company's Bonus Scheme, share incentive plan, financial and mortgage advice.

Strutt and Parker is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, colour, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.