A truly rare and exciting opportunity has arisen in Cheltenham for an exceptional quality independent Property Management and Block Management Firm.
Our client seeks a highly capable and experienced Block/Property Manager to join their team on a full time permanent basis.
Position within the organisation:
·Reports to Head of the firm
·Support other Departments and Businesses within the Group
Summary of Role:
To carry out property management and block management activities and services to maintain, administer and supervise an assigned portfolio of properties on behalf of a freeholder, leaseholder and developer client. To achieve the highest levels of service in accordance with the firms agreed business standards. A Block/Property Manager is expected to contribute to company initiatives as requested at the time and to support these initiatives always (to staff and clients).
Th Block Manager is expected to have knowledge of and to keep up to date with the following;
Legislation: Have and continually update legal knowledge and understanding of relevant leasehold, Landlord and Tenant Act, Section 20 Notices and related lease restrictions and covenant issues
Best Practice: Knowledge of relevant Landlord and Tenant Act, RICS and ARMA Guidelines, Regulations and procedures and best practice on disseminating residential block property management advice.
Attend training and informational seminars to keep abreast of new policies and procedures.
Health & Safety: Knowledge and understanding of Health & Safety regulations affecting blocks of flats and managed estates.
Primary Duties and Responsibilities:
·To maintain 48-hour communications response with all clients, leaseholders, contractors and other customers of Firms clients.
·To respond to telephone calls and messages within 24 hours of returning to the office.
·To maintain polite and professional communications within all correspondence whether verbal or written.
·Day-to-day to proactively develop service levels across your portfolio to exceed client expectations, advising client of management set-up.
·To meet with and update all clients in the frequencies agreed within the management agreement.
·To compose and produce any correspondence as agreed with the client or as necessary for each individual lessee, each block or each entire development (as relevant). Correspondence can include but is not limited to letters, noticeboard documents, newsletters and leaflets. In adhering to this duty, the Block Manager should make use of standard letters generated by the firm which is available on the server.
Handover & Company Setup:
·To ensure a professional handover of each development from the client. Including liaising with the client to ensure all necessary information is received and liaising with other departments internally to ensure each development is setup correctly. · To produce and send welcome letters to the leaseholders on any development handed to us by the client.
·To read, understand and interpret legal documents such as leases, freehold documents and contracts relevant to the developments within your portfolio and to ensure the terms of these documents are upheld by any associates relevant.
·To keep up to date with all relevant legislation and to comply with the RICS code of conduct.
·To assist United Company Secretaries Limited with solicitors or other relevant legal entities in regard to legal issues regarding assigned developments in matters of sale, purchase or dispute.
·To draw up and present service charge budgets to the client for each development on a frequency as prescribed by the lease, utilising previous expenditure and management experience.
·To receive and confirm relevant lessees of assigned developments of whom should be referred to Credit Control and to liaise with Credit Control as to suitable action plans to recover necessary service charges.
·To produce and issue service charge cover letters along with standing order mandates to be sent with Credit Control issued demands to all lessees of the assigned development on a frequency as prescribed by the lease.
·To prepare draft budgets within a minimum of 3 months before year end.
·To ensure that the relevant service charge accounts are completed for each development on an annual basis according to their service charge year end as well as having all accounts signed by the client or relevant representative.
·To ensure that service charge accounts or, if necessary, a Section 20b notice are served on every leaseholder within 18months of the start of a service charge year.
·To ensure that any and all year end surplus or deficit positions are dealt with as per the terms of the lease.
·To ensure all invoices addressed to assigned developments are of correct values and content. In addition to authorise all invoice amounts.
·To liaise with lessees in regard to individual service charge accounts, providing statements of account, payment plans and other relevant actions according to the legal documents, requests of the lessee and site financial situation.
·To monitor and manage financial positions for each assigned development (including reserve accounts) to ensure monies are available for any major works projects or any other relevant expenditure applicable to the site such as insurance premiums.
·To ensure that the provision for each and every reserve account is moved into the relevant reserve funds every year.
Services and Assets:
·To ensure all mechanical and electrical assets on site, such as lifts, gated entrances and emergency lighting has an annual maintenance contract in place that complies with all statutory requirements.
·To put in place and maintain any service contracts in accordance with client requests to include but not limited to cleaning, gardening, window cleaning, parking control, door entry and bin store clearance. All service contracts must be reviewed at budget preparation time with increases from contractors anticipated or otherwise agreed.
·To draft, produce and issue any relevant Section 20 notices relevant to your assigned development as necessary for any long-term agreements including the management of the Section 20 process to commencement of the long-term agreement. Copies to be issued to Head of Compliance prior to any works being instructed.
·To ensure that all utility suppliers to developments are regularly reviewed to obtain best cost and service for the development.
Health & Safety:
·To ensure any Health & Safety documents and reports are up to date in accordance with legal requirements and client requests. To include but not limited to General Health & Safety Report, Emergency Lighting Testing, asbestos testing, lift inspections etc.
·To ensure that any items raised in any reports relating to Health & Safety are addressed within a dedicated time frame to ensure compliance with legal and best practice regulations and in accordance with client requests.
·To ensure all developments have relevant insurance policies in place including but not limited to Buildings Insurance Cover, Public Liability Cover, Mechanical & Engineering Cover etc.
·To commission and manage (in accordance with your line manager’s and/or client’s instructions) any insurance re-valuation that may be due for the development.
·To initiate and manage any claims relevant to the communal areas of assigned developments including follow up, remedial works and inspection.
·To discuss and develop with the client plans for major works projects suitable to the development and budgetary restrictions.
·To arrange and implement schedules of major works as appropriate, or alternatively refer to dedicated surveyor to project manage (to be determined by line manager and/or client).
·To draft, produce and issue any relevant Section 20 notices relevant to your assigned development as necessary including the management of the Section 20 process to completion of the major works project. Copies to be issued to Head of Compliance prior to any works being instructed.
·To perform a site visit to each development as necessary (unless otherwise advised by your line manager) to inspect and ascertain any general maintenance, electrical repairs, faults and service requirements for that development. A written report is to be issued in the 48 hours following each site visit and saved to the relevant databases along with To-Do lists updated from the identification of issues raised in the report.
·To receive and manage reactional maintenance calls and emails on all developments as and when, including those assigned to other Property Managers as part of working as a team.
·To ensure a works order is issued for all repairs and other items of maintenance.
·To ensure all relevant databases are kept up to date with development details and relevant inspection, reporting and time-framed requirements.
·To ensure all matters relating to a development in the portfolio are properly recorded and updated on the to-do list
·To attend and participate in regular internal meetings as requested.
·To ensure development keys are held in duplicate and securely in order to provide access for staff, contractors and other relevant persons.
·To study for and participate in any relevant industry exams at the request and with the agreement of your line manager.
·To ensure retention of the client as necessary and within the scope of the role
·To be familiar with and aware of basic policies including but not limited to Employment, Health & Safety, Environmental and Fire Safety Policies.
·To receive, manage and fulfil any other duties that may be commensurate to the role.
·To hold a valid driving licence to enable site visits or meetings.
To comply with the Companies Equal Opportunities Policy, Codes of Conduct and other relevant policies, procedures and legislation, including the Data Protection Act and other relevant legislation.
To comply with statutory provisions of Health and Safety at Work. All Employees must look after their own health, safety and welfare and be mindful of other persons who may be affected by their acts. Employees must co-operate and comply with management instructions regarding Health and Safety issues and report all accidents, incidents and problems as soon as practicable to their manager.
This list of duties and responsibilities is not exhaustive, and the employer is entitled to instruct the employee at any time to carry out additional duties or responsibilities, which fall reasonably within the ambit of the job description, or in accordance with operational requirements.
If you have Block Management experience and are looking for a new challenge within a forward thinking and customer focused firm them do not hesitate to contact us at any time.