Property Manager

Our client based in Fleet is looking for a Property Manager to join their professional team.

Responsibilities include:
• Relationship management with the Board
• Provide a status report of financial, maintenance and legal matters
• Report on significant communications
• Document management procedures and issues
• Produce a periodic newsletter to residents and other circulars
• Keep Board informed of status of agreed actions
• Company secretarial work, for example preparation and distribution of the notices for the AGM/EGMs, filing of Annual Returns and attending AGM/EGMs
• Risk management, fire and health and safety compliance
• Provide monthly reporting to the Board
• Attend Board Meetings as agreed with Directors. This may involve an average of 2 evenings a month and may vary from time to time

Relationship with residents:
• Attend to routine enquiries from Freeholders, Lessees and Residents and interest parties i.e. Letting Agents
• Respond to solicitors’ and lessees’ enquiries regarding sale, re-mortgage and completion
• Attendance at meetings of residents
• Administration of insurance claims
• To work with invested parties such as Housing Associations, Local Borough Councils & Councillors and Developers to bring together communities and resolve any local matters together with future plans for the property and community concerned

Repair and maintenance management:
• Preparation of a long-term maintenance and repair plan
• Deal with day to day repairs and maintenance promptly and efficiently
• Preparation of maintenance plans and contracts for plant and machinery
• Advise on major contract work and the use of specialist professionals and contractors

Contractor management:
• Prepare specifications for contractors and go to competitive tender. Selection made by Board for nominated contractors
• Supervise any regular contractors such as cleaners, grounds maintenance etc.
• Ensure appropriate compliance with Health and Safety and employment legislation

Lease compliance:
• Ensure compliance with the terms of leases and policy agreed with the Board and where necessary, subject to landlord authorisation, instruct solicitors in relation to breaches

Contractor management:
• Prepare specifications for contractors and go to competitive tender. Selection made by Board for nominated contractors
• Supervise any regular contractors such as cleaners, grounds maintenance etc.
• Ensure appropriate compliance with Health and Safety and employment legislation

Landlord and Tenant advice:
• Advise the Board on residential landlord and tenant procedures including statute and practice

Compliance & Company:
• Responsible for business governance ensuring compliance with the Association of Residential Managing Agents (ARMA), Companies House and the Bye-Laws thereof
• To ensure the long term management of the portfolio of management companies and seek new business opportunities
• To investigate any complaints if raised under the company’s complaints policy and take appropriate action to bring to resolution
• In the event of any legal disputes, attend when required either independently or alongside legal representation in Court or at meetings and other events as necessary

Financial:
• Preparation of annual budget for service charges
• Full financial management of the management company accounts
• Provision of a monthly budget report of income, expenditure and cash flow positions and forecasts
• Preparation of the financial statements for Accountants
• Preparation of a reserve fund plan relating to cyclical maintenance, including any Section 20 Consultation
• Weekly/monthly financial expenditure/budget/forecast/debt/payment reviews
• Arrears collection management in accordance with Board instructions
• Provision of advice on insurances (Buildings, Directors & Officers, Engineering, Public Liability) and any other appropriate cover

Hours: Monday to Friday 9am - 5.30pm

Candidate Requirements:
Ideally experienced with ARPM or ARLA but not essential.

Outlook, Excel essential.

Sage beneficial.

This would suit someone from a Property Management or Lettings role.

Index Recruitment is acting as an Employment Agency in relation to this vacancy.

"Due to the high volume of applications we currently receive, we are unable to respond to all candidates. If you do not hear from a Consultant within 5 working days unfortunately you have been unsuccessful on this occasion