Property Management Assistant - Kent ME8

We are currently recruiting for a Property Management Assistant to join the team of an established Block Management company based in Kent ME8!

Salary: £23,000 - £25,000pa

Hours: Monday - Friday: 8.30am - 5pm

General:

• 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
• Organising ongoing contracts for maintenance on sites, e.g., cleaning, window cleaning, gardening, and facilities in a cost-effective manner
• Keeping detailed records relating to the block management on file
• Respond to all emails received within 48 hours

Insurance:

• Taking care of all insurance requirements, including administration of insurance claims.
• Full administration of all claims made by client/homeowner.
• Assisting Property Manager with regular reinstatement valuations carried out every 3 years.

Health and Safety:

• To ensure all developments hold a current Health and Safety Risk Assessment.
• 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.
• 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 draft Budget to Property Manager for approval
• Arrange service charge demands thereafter, liaising with all appropriate staff members.
• Assist/co-operation with the distribution of the service charge demands with the relevant required documentation. Assist/supervise the preparation of covering letters etc. and distribute the final budget/ service charge demands and associated attachments. (by email and/or post)
• Supervise/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
• Initial review of first draft then send draft to PM, to then follow the yend Account's process and procedure.
• When final Accs received from auditor, arrange meeting for the Property Manager to meet the client to personally to sign off the final accounts.
• Supervise surplus and or deficits on year-end accounts to be levied to all homeowners.
• Supervise preparation of covering letter and distribute the final year end accounts (by email and/or post)

Section 20 Notices:

• Assisting Property Manager in issuing the required section 20 notices as required. To include drafting notices for their approval.
• Distribution of all final required notices to all homeowners.
• Assisting Property Manager in obtaining specification of works from clients independent building surveyor. (if applicable)
• Assisting Property Manager in working together with Building Surveyor/ all other departments on queries and always have an understanding of the Section 20 procedure.
• Assisting and playing a key role in negotiations relating to long-term qualifying agreements, repairs that need to be undertaken on site, as well as contracts for leases

Directors/client meetings:

• Arrange regular directors/client meetings for the Property Manager/s and ensure they are carried out in accordance with the terms of engagement/management agreement for each client/development
• To prepare and distribute minutes of all meetings held, copy minutes to be sent to client for approval.
• To action all points /matters raised at all meetings, promptly.

Telephone calls:

• Answering all telephone calls in a courteous professional manner.
• To return all telephone messages within 48 hours

Training:

Where possible to keep up to date with legislation and demonstrate an awareness of approaching changes. to regularly check ARMA/RICS and all legal updates and where appropriate courses are advertised, to contact a Director to propose attendance of such course.

Such matters would include an understating current legislation processes and procedures. Understanding leases and title transfers freeholds, etc.,

Ensure and demonstrate and apply an understanding of all the agreements in place including legislation and codes of practice

We expect you to be proactive in your knowledge and 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, be transparent, where you lack the knowledge or understanding this should be brought to your Property Manager/s, and Directors attention to ensure the appropriate training is put in place.