Assistant Property Manager

Location: London (Office-based)
Salary: £28,000 - £32,000
Employment Type: Full-time

About the Company

We are a dynamic, independent property management company in London known for our high-quality service and commitment to both our clients and team members. With ongoing expansion and new developments in our portfolio, we foster a positive, supportive workplace where growth and learning are encouraged. We're looking for an Assistant Block Manager who is organised, proactive and enthusiastic about building a career in property management.

Position Overview

The Assistant Block Manager will report to the Block Manager and provide essential administrative and operational support to ensure the effective management of our property portfolio. The role involves maintaining high standards of customer service, supporting day-to-day maintenance tasks and assisting in the management of block operations to deliver a seamless service to clients and lessees. This role offers an excellent opportunity for someone looking to gain industry knowledge and eventually manage their own portfolio.

Key Responsibilities

General Administration and Customer Service

• Customer Service Excellence: Provide a high standard of customer service, acting as the first point of contact for client and lessee queries, both verbal and written.
• Query Handling: Address customer queries professionally, ensuring timely responses; escalate urgent issues to the Block Manager when necessary.
• Maintenance Management: Manage and track maintenance requests from reporting through to resolution, ensuring effective communication with suppliers and stakeholders.
• Order Processing: Place orders with suppliers, manage invoices, and maintain accurate supplier communications.
• Email and File Management: Ensure all correspondence is handled promptly, and keep both electronic and paper files up-to-date.
• Internal Collaboration: Work closely with property managers, accountants, and support staff to ensure accurate and efficient service delivery.

Client Communication and Document Management

• Client Correspondence: Assist with drafting and issuing letters and notices to clients, keeping them informed on important updates.
• Insurance Claims: Act as a liaison for insurance claims, coordinating the necessary documentation and follow-up with clients and the insurance team.

Service Charges and Financial Assistance

• Job Management: Raise jobs in the database, coordinating access arrangements with suppliers and ensuring correct fund allocation.
• Reporting: Generate and run reports to assist the Block Manager in overseeing the portfolio's financials and operational status.
• Regular Communication with Block Manager: Ensure alignment on service charge processes, orders, and account management.

Monitoring and Deadlines

• Deadline Management: Track and meet deadlines set by clients, lessees, or contractors, ensuring timely delivery of services.
• Work Monitoring: Regularly liaise with suppliers to monitor ongoing projects, maintain diaries, and stay organised with workload tracking.
• Status Reporting: Provide updates to the Block Manager on job completions, potential issues, or knowledge gaps.

Development and Learning

• Skill Building: Gain knowledge of property management processes and legislation, including leases, to build skills and work towards managing a portfolio independently.
• Client Meeting Assistance: Attend meetings to discuss workloads and observe processes, enhancing familiarity with property management operations.

Technical Skills

• Property Management Knowledge: Familiar with principles and procedures relevant to property management.
• Customer Service Skills: Strong interpersonal skills to build rapport with clients and lessees, understanding and empathising with their needs.
• Database Proficiency: Experience with property management software is desirable.
• Microsoft Office Skills: Competent in Microsoft Excel and Word, with a fair level of written and verbal communication abilities.

Ideal Candidate Profile

This role is perfect for someone looking to grow within the property management industry, with a long-term goal of managing their own portfolio. The company provides a supportive environment with a focus on learning and development, helping team members build essential skills while contributing to a positive, proactive workplace.