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.