Property Block Manager - Leading Block management firm
Summary of Role
To carry out property 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 our clients agreed business standards.
The ideal candidate is expected to contribute to company initiatives as requested at the time and to support these initiatives always (to staff and clients).
The Property 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 our client.
- 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 Property Manager should make use of standard letters generated by our clients available on the server.
- 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.