Recruitment
Project Manager
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Job Title | # | Job Reff | # |
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Client Liaison
- To build relationships with Directors of RMC and clients.
- To undertake regular reporting on each property in accordance with the agreed schedule
- Attending Directors meeting at agreed times (some evening work)
- Dealing with Director enquiries in accordance with the Customer Charter
- Updating the property website
Function
- To develop and maintain a customer service that meets legislative, regulatory and best practice standards
- To manage a portfolio of properties
- To meet all deadlines
Property Inspections
- Follow up immediately with the property inspection reports
- Action all required works
- Prepare property task list
- Tender out works required on report and issue Purchase Order
Staff Relations
- Liaise with Property Management and admin support staff
- Liaise with Accounts Team and ensure that reporting deadlines are met
- Implementing new departmental procedures
- Supervising onsite staff where required
Service Charge Budgeting
- Ensure the Client has signed the Management Contract within the last 12 months
- Prepare annual Service Charge budgets on a timely basis
- Circulate draft budgets and notes of explanation. Present to associations/management companies/landlords, where necessary and obtain the necessary approval
- Circulate approved budgets and notes of explanation with the associated report to all lessees
- Manage Service Charge expenditure within the agreed budgeting levels and on a regular basis to review with Accounts
- Managing Reserve and Sinking funds to ensure financial probity for each property
- Devise a 5 year Service Charge Capital Expenditure Plan if required
- Answer Service Charge queries
Service Charge Collection
- To manage the collection of Service Charges directing the Credit Controller as appropriate
Meetings
- Attend meetings in accordance with our management contract (some evening)
- Arrange and attend Annual General Meetings and Chair where appropriate
- Answer questions and queries from Leaseholders and Directors
- Produce minutes and circulate to Leaseholders
- Undertake appropriate action following meeting and incorporate this into the property task list
Insurance
- Ensure insurance communal claims are efficiently administered and reinstatement works are undertaken properly
- Report to Directors
- Ensure the insurance is renewed on an annual basis and a full market exercise is undertaken:
- Building Insurance
- Terrorism Insurance
- Engineering Insurance
- Directors and Officers Insurance
- Arrange settlement
Repairs/Contractors
- To oversee and manage property and admin support staff to ensure that all repairs are undertaken in accordance with our Customer Charter
- Monitor performance of all service providers
- Where necessary meet contractors on site to discuss the required works
- Report to the Directors on progress as and when required
- To liaise with internal/external surveyors as and when required
- To ensure that repairs are undertaken within budgetary limits
- Tendering contracts as appropriate
- Issue Purchase Orders for all work instructions after reviewing the property cash balance. Dealing with quotes appropriately and carry out statutory consultation with the client and lessee over major works
- Liaise with surveyors as appropriate
Health & Safety
- Ensure compliance in all Health and Safety legislation as it applies to the portfolio
- Ensure all inspections are undertaken in accordance with Health & Safety legislation
- Ensure that Health & Safety, Fire Risk Assessment and Asbestos surveys are undertaken
- Ensure that all actions identified in the above are completed within agreed and reasonable timescales
- To immediately highlight in writing any areas of Health & Safety non-compliance to the Line Manager
New Business
- Identifying and reporting new business
Complaints
- Assisting COO/Compliance Officer with responding to complaints
General
- To ensure invoices are produced for additional work
- Assisting in the case preparation and attending the FTT or court
- Undertaking all duties usually associated with leasehold property management in accordance with company procedure, the contract with the client and the law
- Complying with ARMA-Q
- Endeavouring to keep informed of changing legislation and best practice
- Being professional and courteous at all times
Qualifications
IRPM:
The Property Manager is expected to obtain the IRPM qualification
- Within 3 months – take the Foundation Exam consisting of online multiple questions
- Further 12 months take the Associate Exam (time to be mutually agreed with your Line Manager)
- Progressing to Member status. To be reviewed with your Line Manager thereafter.