Senior Property Manager
Office based in Hertford
£40,000-£45,000 + Benefits Package
Role Title: Senior Commercial Property Manager
Department: Commercial Property Management
Responsible to: Managing Director
Responsible for: an Administrator/ Assistant Property Manager /Facilities Manager
Purpose of role: Ensuring Properties entrusted to you are maintained to a high standard in compliance with Landlord and Tenant legislation and RICS requirements.
To drive the department towards achieving financial and service targets as set by the SMT
Key duties and responsibilities:
To provide technical support to PM's and senior staffRegularly liaise with PM's and understand their current position with all managed propertiesConstantly review the tracker (our in-house computer management package) and QUBE management system and provide weekly up-dates highlighting issues and areas of concern to the senior management team.Complaint resolution - dealing with both the complainant and the relevant professional bodyTo take the lead with management issues and be the supporting link between clients/tenants and building surveyorsTo give practical assistance to Property Managers that require any support, advice or training.Respond within 12 hours to emails and phone calls (even if only a holding response), and maintain a good flow of communication.Prioritise and effectively manage workload. Have full understanding of the leases for each building within your portfolio. Ensure all the provisions in the leases are complied with, including for example health & safety and insurance provisions.Report to clients important issues in a timely fashion and maintain a good regular rapport with clients.Undertake site visits as required by the timescale stated in the management agreement. Complete inspection report identifying actions required and upload on to tracker within 24 hours.Production of accurate service charge budget within agreed timescales.Understand the quarterly reports issued to clients and leaseholders in order to answer any queries.Actions arising from Service Contractor reports to be implemented in a timely fashion if funds allow and if not seek client instructions. Ensure you or your Assistant load the reports on to tracker immediately, the responsibility for this lies with the Property Manager.Ensure all Health & Safety reports are completed within time, prior to the H&S inspection.Follow up issues out of Health and Safety Risk Assessments within the timescales identified and seek client instructions where required, e.g. where funds are needed. Where clients do not give consent to works of a critical nature, immediately inform MD but if not available any line manager.Understand the financial importance of each management instruction to the company within your portfolio.Inspect at completion items of major expenditure, prior to invoice approval or seek approval from building surveyor for payment.Oversee day to day maintenance using approved contractors only.Authorise invoices for payment if works undertaken satisfactorily and ensure that the coding is always correct.Keep filing of emails up to date and correct file.Send draft service charge accounts to clients when available and comply with the agreed process to have these finalised prior to the due date.Proactively deal with any emergency repairs and report to lessees individually or collectively. Where appropriate liaise with the Insurance Claim Administrator.Delegate work to and manage Facilities Manager and Property Administrator.Manage and support any site staff.Attend client meetings and AGMs including out of office hours. Prepare management reports in good time for said meetings and take minutes where required.Promote KPAM/HSCPM/HSC professional services including agency activity, Ashby & Horner and Ashby Building Surveyors. Identify general staff training needsTo help identify new areas of business and to assist with new management pitches, as required.Attendance at Tribunals and Court when applicable.Any other duties as reasonably required.
Need to know:
- Microsoft Office, training given on QUBE
- Requirements of RICS Codes of Practice and Professional Statements.
- Be concise but friendly, and professional when provoked
- Work with minimum supervision, and not be afraid to take the initiative, but know the limits of your authority
- Delegate to an Administrator/Assistant Property Manager/ Facilities Manager.
- Identify staff problems before they become an issue, and deal with them effectively, keeping the Managing Director informed
- Respected and trusted by the Team
- Trusted by Senior Management
- Major on positive reinforcement, and not operate a blame culture.
- Take pride in being up to date, work with others for mutual benefit
- Minimum Complaints and Maximum compliments