Hybrid block property manager

Our clients are seeking an experienced block/property manager (Hybrid/homebased)

The Block Property Manager is primarily responsible for the delivery of management services to a portfolio of residential and, where applicable, mixed-use buildings and estates. This role will be the direct interface with the Client/Freeholder and Leaseholders within their portfolio.

Property Inspections and Maintenance:

Finance: Budgets and Client Accounts

Insurance: Building, Directors and Officers insurance

Meetings: EGMs, AGMs, Directors' and Residents' meetings

Correspondence and Administration

Breaches of the Lease

Contractors

Property Sales (Assignment of the Lease)

Complaints

General

Property Inspections and Maintenance:

Carry out periodic inspections of the property and prepare site reports for the client / landlord / residents' committee / insurance company

Ensure compliance with Health & Safety Regulations and maintain accurate records of Risk Assessments, their dates and planned frequency for re-inspection. Record on the Data Station system and take action upon the findings of the Risk Assessments

Undertake routine fire door inspections to communal fire doors in managed blocks under 18m, subject to passing the BRE Fire Door Course.

Prepare budgets for each property within the portfolio and prepare notes of explanation for each property within the portfolio and ensure they are complete and approved two weeks prior to the billing period

Liaise with clients / landlords to agree the service charge budget

Assist the Client Accountant with preparation of the clients' annual accounts and liaise with the clients / landlords / leaseholders on the content of the prepared annual accounts

Answer residents' queries

Liaise with the Accounts teams in the production of requests for payment, service charge debtors, accounts production and all other accounting processes as agreed

Ensure that the developments, including common areas, in the portfolio are fully insured, including property owners' and employers' liability cover (if applicable) to their full value and that the premiums are paid promptly

Ensure that the Directors of Residential Management Companies have, or are offered, Legal Expense Insurance

Offer both types of Out of Hours Service to clients

Handle insurance claims and work with the Insurance Manager to ensure they are dealt with in a timely manner

Meetings:

Attend meetings on a regular basis as agreed with by the clients / landlords in accordance with the Management Agreement. (Meetings may be held outside standard working hours)

Arrange with clients for the preparation of all meeting notes and action matters in accordance with the Management Agreement

Liaise with clients in arranging AGMs and prepare calling notices ready for issue.

Attend AGMs of RMC clients and EGMs as necessary.

Circulate notes of meetings held with clients / landlords and all residents' committee and leaseholders residents.

Correspondence & Administration:

Correspond with clients / landlords / leaseholders and respond to residents' queries within the Residential Property Management response time guidelines.

Complete Lease Checklists for all properties

Circulate the minutes of meetings in a timely manner

Maintain a brought forward system to ensure timeliness of procedures

Circulate correspondence to Lessees/Residents regarding Health/Safety, Fire Regulations, parking etc arising from reports or noted on site visits

Carry out statutory consultation with the lessees, and Residents Associations (if any) and fulfil all of the requirements of Section 20 Landlord & Tenant Act 1985 (as amended) in relation to all major works and all long term contracts as specified by the Act

Advise on Company Law requirements in conjunction with the Company Secretariat Department

Inform clients / landlords / leaseholders of their obligations in accordance with their Lease, Housing Acts and Landlord and Tenant Acts

Advise management company directors on the extent of their authority and responsibilities

Write to local estate agents in respect of unauthorised 'Sale' or 'Letting' boards

Breaches of the Lease:

Liaise with the client / landlord where the terms of the lease are not being adhered to by individual resident/leaseholder

Advise residents involved in respect of any breach of the lease and assist the Client on any matter relating to the terms of the property lease

Write to adjacent property owners where trespass, nuisance or other problems are occurring from specific dwellings

Assist with enforcement of the terms of the lease

Liaise with the client's appointed solicitor or the Professional Services Department where continual breach occurs

Carry out the interviewing, selecting, appointing and supervision of contractors, to include Estate/Building Manager, porters, cleaners, yardmen, estate operative, gardener, handymen, as applicable

Provide contractors with a specification of works and work orders for all works to be carried out.

Ensure that all contractors have appropriate Public Liability Insurance and comply with current Health and Safety requirements and check they are registered on the Contractor Database

Property Sales (Assignment of Lease):

Respond to complaints from lessees & clients in a timely manner.

Carry out all duties within TPI guidelines and RICS code of practice

Ensure that FCA regulation guidelines are adhered to in all working practices and behave in accordance with these rules and Treating the Customer Fairly guidelines

To complete all mandatory online training courses in a timely manner and to take part in optional training courses as considered appropriate by the Branch Manager

To complete Construction Design and Management (CDM) training, IOSH training and other regulatory training as required and within a time frame to be agreed with the Regional Head

To complete TPI Foundation Level 2 and Associate Level 3 training within a time frame to be agreed with the Regional Head

Endeavour to remain informed of new relevant legislation and best practice guidelines.