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Purpose of Role
Working with the Property Manager to ensure that the responsibilities of the Managing Agent are effectively discharged, estate-based personnel are managed and supervised, the development is safe and well maintained, service charges are collected and leaseholder enquiries are responded to in a timely manner.
Duties
Service Charge Activities
* Assist in creating and agreeing annual Service Charge budgets with the client
* Develop reserve fund plan (based on cyclical maintenance plan)
* Assist the Property Manager to ensure annual Service Charge accounts are created, approved by client and issued to leaseholders
* Ensure that Service Charges are issued and collected (in accordance with the lease) and recovery action is initiated when appropriate
* Monitor payment of contractors and ensure invoices are processed promptly
* Assist in dealing with queries relating to the Service Charge
Block Management Activities
* Undertake regular site visits and create site reports covering observations and remedial works required
* Instruct contractors for repair works and verify contractor work completed to specification
* Register/process claims with insurance company/assessor/broker
* Obtain quotes to make good and approval from insurance company to proceed
* Instruct contractor for insurance repair works and verify contractor work completed to specification
* Approve (& code) contractor invoices
* Assist in preparing periodic development review management packs for review with senior management and support creation of development update packs for cyclical reviews with client
* Provide reports/updates to Management as required
Leaseholder (Resident) Engagement
* Respond to leaseholder/resident enquiries (phone, email and face-to-face)
* Create and issue notices to leaseholders/residents
* Create and issue periodic development newsletters, updates on the portal
* Assist in arranging periodic development meetings with leaseholders/residents
* Arrange periodic development events for leaseholders/residents
* Arrange and attend AGM, take and issue AGM minutes and discharge AGM actions
Health & Safety Activities
* Arrange periodic health and safety assessments/inspections (e.g. lifts, plant, machinery, water and fire) and discharge any resulting actions
Skills Required
Essential
* Property/block management experience
* Communication (written/oral) & inter-personal skills
* Results oriented
* Microsoft Office 365, including MS Word, Excel and PowerPoint
* Attention to detail
* Methodical and organised
* Customer care experience
* To be able to demonstrate the company values
Desirable
* Lead/motivate cross-functional teams
* Health and Safety legislation
* Financial acumen
* Ability to travel to other locations as needed
* Property management qualification (e.g. TPI)
* Strong people management skills
* Contractor Management Experience
