Block Property Manager - Kent ME8

Our client is a residential block management company based in Kent, ME8 who are currently looking for an experienced Block Property Manager to join the team!

Portfolio: 500-1,000 units (flexible around experience)
Salary: £34,000-£39,000pa depending on experience, with regular reviews + car mileage paid
Based: Kent office based, with some flexibility around home working on site visit days as required, mainly office based
Benefits: Small and close-knit team, offering regular team days out and great working environment!

General:
- Having a thorough understanding of leases; foreseeing potential issues that may arise in the future
- Making sure that only approved contractors who are instructed on blocks managed by the company are used
- Monitoring service delivery; ensuring that small repairs that need to be fixed on site, such as fixtures, fittings and site equipment are all dealt with promptly
- Ensuring proper security on site
- Organising ongoing contracts for maintenance on sites, e.g. cleaning, window cleaning, gardening and facilities in a cost-effective manner

We expect you to be knowledgeable, have a full understanding of the structure and meaning of leases/title transfers, have a thorough knowledge of relevant Landlord and Tenant legislation, be professional, committed to best practice, committed to good customer service, comply with relevant standards and codes of practice, co-operate with independent complaints procedure, be subject to external scrutiny and be transparent.

Site Visits:
- Carry out site visits (the required site visits will be noted in the terms of engagement/management agreement for each client/development). This entails Visiting/inspecting all buildings, and walking the entire development as demised on file and carrying out site inspections of residential blocks and the development in its entirety, while carrying out site inspections, identify any potential insurance risks across your portfolio
- Diagnosing potential problems on site whilst carrying out inspections, including any insurance risks existing
- Follow up all visits with a site inspection report: Providing typed site inspection report as necessary, within 48 hours of site visit.
- Regularly visit the properties in your portfolio and to carry out a thorough site inspection on each visit
- Always make sure residents are aware of you visiting(were possible), so it will allow them to talk to you if necessary and promote your regular visits

Insurance:
- Taking care of all insurance requirements, including administration of insurance claims.
- Ensure all the relevant insurance is in place, i.e. buildings, estate and directors' insurance
- Full administration of all claims made by client/homeowner
- Ensure regular reinstatement valuations are carried out every 3 years.

Health and Safety:
- To ensure all developments hold a current Health and Safety Risk Assessment. These must be carried out every other year
- Making sure all urgent works required on the report are actioned promptly.
- Making sure all non- urgent works are programmed/commissioned within the client's budget/major works plan.
- Making sure that the site is compliant with health and safety regulations

Fire Safety:
- To ensure all developments hold a Fire Risk Assessment. Although these documents are currently a one-off requirement to consider/liaise with the client on updating/recommissioning the report every five years.
- Making sure all urgent works required on the report are actioned promptly.
- Making sure all non- urgent works are programmed/commissioned within the client's budget/major works plan.
- Making sure that all sites are compliant with Fire regulations

Client Budgets:
- Prepare initial first draft budget, covering letter and major works plan (for reserves)Helping to suggest the appropriate service charge budget
- Present Budget to Client for approval
- Arrange service charge demands thereafter.
- Assist/co-operation with the distribution of the service charge demands with the relevant required documentation.

Client Yend Accs:
- Upon receipt of first draft yend accounts liaise with client accountant for preparation of final draft accounts
- Send a copy of the final draft accounts (before they are sent to the auditor) to Client for their approval (prior to audit)
- Send final yend accs to Auditor
- When final accs received from auditor, arrange to meet the client personally to sign off the final accounts.
- Arrange for surplus and or deficits on year-end accounts to be levied to all homeowners.

Service Charge Arrears :
- Monitoring of service charge arrears and collection on behalf of your client, including ensuring the original service charge demands are issues at least 6 weeks before the due date, ensuring reminders for outstanding service charges are issued within one month of the due date, ensuring 7-day notice of legal proceedings are issued within one month, after the date of the reminder.
- Sending Client/s service charge arrears reports, at Directors meeting/as requested
- Work together with Credit Control and Purchase Ledger departments on queries and always have an understanding of the accounting process entailed when chasing debt or paying contractors.
- Seeking client's approval to refer service charge arrears to Solicitors.
- Appointing the Clients Solicitors, for service charge arrears, whilst maintaining compliant accounting records, and reviewing them regularly, with changes implemented as and when they are required

Ground Rent Arrears :
- Monitoring of ground rent arrears and collection on behalf of your client, including ensuring the original ground rent demands are issues at least 6 weeks before the due date, ensuring reminders for outstanding service charges are issued within one month of the due date, ensuring 7-day notice of legal proceedings are issued within one month, after the date of the reminder.
- Sending Client/s ground rent arrears report.
- Work together with Credit Control and Purchase Ledger departments on queries and always have an understanding of the accounting process entailed when chasing debt or paying contractors.