Managing Agents Relationship Officer

**Managing Agents Relationship Officer**
**Salary: £31,085 - £32,721**
**Location: Staines-Upon-Thames office base with hybrid working**
**Contract: 12-months fixed term contract, 35 hours per week**

**DBS check required: Basic**

**About us**
We’re a UK housing association committed to a new vision - providing homes people love to live in.

With over 38,000 homes in management across London and southern England, we provide a wide range of homes for social, affordable and private rent, specialist housing services, as well as homes for sale and shared ownership.

Our 70,000 customers have diverse backgrounds and levels of income and we’re here to provide all of them with homes that are safe, high quality and sustainable. And with social housing roots going back eight decades, we continue to ensure that every penny of profit we make is reinvested into our charitable social purpose - delivering more homes and better services for customers.

We’re also members of the G15, a group of leading housing associations that work together to house one in ten Londoners and tackle the housing crisis.

**Role Overview**
We are looking for a **Managing Agents Relationship Officer** to join us on a 12-month fixed term contract. The Managing Agents Relationship Officer will be responsible for supporting the delivery of the Managing Agents Relationship Team strategy for the effective and efficient management of a portfolio of external managing agents.

**Key responsibilities**:
**_Purchase Orders / Payments_**
- **_ _**Ensure invoices are coded correctly for processing and paid on time to avoid incurring fines/penalties
- Challenge erroneous fines/penalties where payment was made within the agreed contractual timescales
- Identify demands for unplanned works and verify liability with reference to the headlease prior to seeking approval from relevant internal business partner (LPM/NO, M&E, Asset Delivery, etc)
- Obtain additional information from Managing Agents to support payment requests and ensure clarity/visibility in cases where we are to recover the costs from customers
- Challenge all unreasonable or erroneous payments on behalf of, and with support from, internal stakeholders

**_Reporting_**
- **_ _**Maintain all internal performance reports as directed
- Interpret reports to identify areas of improvement and under-performance

**_Internal Records_**
- **_ _**Ensure that all internal records are maintained and up to date (managing agent contact details, Principle Accountable (PAP) and Accountable Person details, section 20 notices, service charge budgets/actuals, etc.)
- Run a clear and simple system of reporting on supplier and client performance in terms of payments, standard of work, breaches of terms, etc
- Provide advice and guidance to Property Management Teams in dealing with Superior Landlord and managing agent issues with specific reference to the headlease and any statutory regulations
- Support the Property Management Team in resolving any legal issues and working with in-house Legal

**_Building Safety_**
- **_ _**Act as a conduit for the flow of information to and from managing agents and internal A2Dominion teams in respect of all building and fire safety issues to ensure that we meet all statutory requirements
- Receive and acknowledge building safety information requests and forward to the relevant internal team
- Forward documents received from internal teams to managing agents and update SharePoint activity log

**_Lease Reading_**
- **_ _**Provide internal colleagues with guidance in respect to A2D responsibilities designated within the terms of the headlease
- Ensure that A2D are complying with their legal responsibilities and not carrying out works for which they are not liable, and Managing Agents are held accountable for their obligations

**_Service Charges_**
- **_ _**Scrutinise service charge budgets and I&E accounts for obvious errors and report concerns to internal stakeholders
- Challenge Managing Agent with discrepancies and withhold payments where appropriate
- Maintain a visible record of Budgets /I&E Accounts for internal stakeholders.

**_Inbox_**

**More about you**
- **Educated to GCSE level or equivalent in Maths and English (Grades A*- C)
- Demonstrable experience of identifying, scrutinizing and challenging suppliers and 3rd party contractors in relation to their invoices
- Confident, articulate and persuasive communicator
- Solid experience of lease reading/contract interpretation
- Able to process high volume of POs within tight deadlines
- High level of attention to detail to ensure PO’s are processed correctly
- Confident in using Microsoft packages such as outlook, Teams and excel

**Choosing us is easy**

As an employee of A2Dominion, we want you to feel rewarded and have a choice of flexible benefits, salary exchange benefits, and rewards and discounts that work for you, wherever you are in your life.

We offer a wide range of staff benefits. For this role, these include: