Reports to: JPW Property Management Board

Works Alongside: Property Managers, Administrators, Accounts Team

Salary: £40,000 - £45,000 Negotiable depending on experience.

Location: London

Department/Division: Property Management

Overall Purpose

To undertake the efficient and effective management of the property portfolio to ensure that all clients/parties are satisfied with the service provided. This will include:

• Maintaining and strengthening existing client relationships.
• Building new business.
• Ensuring provision of a high level of customer service throughout the Property Management team.

Key Responsibilities

A) Financial Management

• To draft service charge budgets in advance of the year-end and to seek client approval for implementation. To ensure budget is accurately filed and passed with appropriate coding to the Accounts Manager.
• To review expenditure to date, using financial reports to review budget to actual. To understand and gauge cash-flow to site, identifying creditor problems and funding issues and to take action to prevent funding problems.
• To ensure service charge and ground rent demands are issued in advance of the due date, liaise with Accounts Manager accordingly ensuring accuracy of demands issued.
• To identify, on a regular basis debtor problem and to take action accordingly. To advise the client of action proposed and to seek client approval for referral to County Court/LVT.
• To ensure client reports are issued on time to client in liaison with the Accounts Manager.
• To ensure invoices that are received are correctly addressed to the client, checked for accuracy and 'married' to the instructing paperwork/estimate/certificate of valuation. Ensure invoices are processed as quickly as possible, correctly coded and passed on to the account team.
• To ensure, in liaison with the Accounts Manager, that year-end accounts are processed and audited/certified. Ensure credit/deficit charged out and accounts distributed to lessees. To liaise with the Accounts Manager in the matter of void charges on new developments.

B) Day to Day Management

• To undertake regular site visits and to inspect common parts areas and plant rooms where safely accessible. To log in upon every site visit with caretaker/concierge staff where no staff exists to ensure diary entries are made for future reference. To identify areas for improvement, cleanliness, breach of safety regulations and to take action to remedy the same.
• Ensure areas of maintenance concern are addressed with the site staff and action taken to remedy. Where site has no staff to ensure that the maintenance coordination team is aware of the need to instruct contractors and to issue works orders.
• Undertake review of cyclical repairs and to identify the need for reviewing reserve fund transfer or setting the budget to collect funds in advance of major works. To understand the process and procedures relevant to sending out the consultation notices. Where on-account charges are necessary to ensure levies are raised.
• Liaise with appropriate professional/technical advisors as instructed.
• To ensure the block has a current management agreement and familiarity with the agreement is achieved.
• To identify fee income due outside of management fee is charged and collected in liaison with in-house personnel.
• To review contracts and identify savings and/or service level improvements and where appropriate take advice from the Board.
• To employ, supervise, train or provide training for site staff and to undertake disciplinary measures on behalf of the client. As necessary. To ensure staff contracts are issued within two months of employment and to ensure probation review is undertaken. To advise the client of any staffing issues likely to affect the client's position.
• To ensure Health and Safety regulations and statutes adhered to in the management of the sites. Where breaches are identified, take action to remedy the situation and to keep the client informed at all times.
• To ensure contractors maintain PI insurance, have current CIS certificate and provide a safe working method statement when undertaking works on site, particularly where working at height, plant rooms and confined spaces and on roofs.
• To provide advice to the client on matters affecting their position with contractors/lessees and referring to specialist advisors as necessary.
• To attend regular client meetings, AGM's, EGMs and Resident Association meetings having regard to the management agreement. Issue of minutes in a timely manner following these meetings
• To have full understanding of the insurance department regarding claims/renewal and placing of insurance.
• To maintain an accurate 'bible' relating to the property on the company's property management database. To deal with correspondence by email, letter and phone calls in a timely manner. All necessary filing both electronic and paper. Office related tasks include photocopying, faxing, post, registered mail, covering the switchboard/reception duties as required. Any other reasonable tasks as requested by the Board.

C) Sustaining and Building Business

• To have regular contact with clients and quickly discern and act to resolve client complaints
• To help build a business where customer service is at the forefront of all of the company's activities.

Key Relationships

Internal

• With members of the JPW Property Management team, administrators Accounts Team, and maintenance companies.
• Excellent communication skills between different teams/ external parties are essential.
• Experience of successfully organizing team-building events and initiatives is desirable.

External

• Lessees, Clients, Freeholders, Developers, Contractors, Site Staff.
• Experience of successfully and promptly resolving client complaints is essential.

Decision Making Authority

Jointly with Property Managers & Directors, Clients on major works and matters of potential litigation.

Education/Qualifications

Member of the IRPM/AssocRICS and good education level although training sponsorship for right person.

Experience

Minimum 3 years blocks of flat management experience. xsrmqjs Commercial management experience advantageous

Due to the nature of our business this is a developing job description, and additions or changes will be made as and when the need arises, with full consultation beforehand.