Your new company

The Property Manager is accountable for the management of each of the properties under your responsibility. This briefly comprises the maintenance, operation, financial, and health and safety of the property by maintaining and efficiently managing the portfolio. This is a commercial portfolio delivering a mix of property and asset management. To control the tenant activities and maintenance contracts within the site to ensure that the asset is managed to its maximum efficiency and that the site presents to its best ability.

To work alongside clients and landlords to ensure the clients' specific requirements are adhered to, working to the business plan, service charge budgets and management contract boundaries.

Ensuring that the company's policies, procedures, and guidelines are adhered to and promoting this within the business to other colleagues. A Property Manager will need to give support to other Asset or Property Managers within the organisation.

You will report directly to the Property Director, but will receive support, guidance, and instructions from the senior members of staff within the company. You must be able to communicate at all levels, both internally and externally, working with Clients, Accountants, Asset Managers, and Solicitors.

Your new role

• Monitor and manage the tenant's satisfaction through retention and additional business. Ensuring the timely and appropriate management and resolution of all tenants, customers, or supplier's issues and/or complaints with regard to Property Management activity.
• Efficiently and effectively manage each site to ensure that expenditure budgets are achieved and comply with agreed budget objectives.
• Meeting with external contractors to discuss/prepare schedules of works and to obtain prices and client approvals where necessary and comply with RICS rules and regulations.
• Management of on-account service charges ensuring all deadline responsibilities are met, accounts reconciled in a timely manner, and tenants billed correctly.
• Internally and externally inspect occupied units to ensure that the tenant is abiding by the terms of the lease and issue any notices of repair if required.
• Health and Safety site inspections of all common areas under the landlord's direct control, keeping detailed records to ensure statutory compliance and mitigation of landlord liabilities. Any actions followed up and completed in a timely manner.
• Maintain up-to-date tenancy schedules including details of key dates.
• Ensure all lease agreements are entered into the company's or client's databases in a timely manner to ensure the transactions are completed in line with the company's KPI's.
• Liaising with the accounts department to ensure all invoicing and rent collection is completed in a timely manner, including any ad hoc charges.
• Work with the company's litigation solicitor and the company's accounts department in relation to debtors and action appropriate responses and reporting to the client any issues that may affect AM strategies.
• Upon instruction from the Client to attend premises to handover keys to a new occupier or accept keys from a tenant vacating the premises in line with the required client process.
• Preparation and management of Service Charge budgets, expenditure, and reconciliations, ensuring all necessary client approvals are obtained. Providing regular comparison updates between the actual service charge expenditure and approved budgets.
• Complete regular site inspections in line with the management contract, ensuring all actions and work are undertaken, including any tenant breach remedies. All site inspection forms must be completed in a timely manner.
• Ensure that any costs to the Client are reduced and that any charges that are relevant to the tenant are recharged and recovered to reduce the company's liabilities.
• Asbestos management, including maintaining a register of all asbestos and ensuring all vacant units have up-to-date asbestos surveys and occupied units have up-to-date management reports whether landlord or tenant's responsibility.
• Preparation and implementation of a planned maintenance and refurbishment programme and budget for both common areas and individual units.
• Managing tenant applications under the terms of the lease, such as licence for alterations, notices of repair etc, or working with the nominated solicitor or external surveyor to prepare such documents, ensuring all actions required are followed up and completed, and the client is kept up to date with all applications at all times.
• Property and public liability insurance as may be required, ensuring premiums are recovered from the tenants where possible and also dealing with any claims that may arise.
• Management and procurement of landlord utility contracts for tenants on sub-metered supplies.
• Ensure invoices are signed off in a timely manner.
• Assist where required with the acquisition and sale of assets on behalf of the company and clients.
• Responsible for the effective Business Rates mitigation to ensure that the liable vacant properties are occupied in accordance with the company's/client's procedure.
• Provide timely and accurate reporting to the Property Director by producing documents and reports on an 'as needed' basis including analysis on the site's occupancy, financial performance, debtor positions, service charge expenditure, reports for meetings and management initiatives.