Project Manager

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:
  1. Building Insurance
  2. Terrorism Insurance
  3. Engineering Insurance
  4. Directors and Officers Insurance
  5. 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

1. Within 3 months – take the Foundation Exam consisting of online multiple questions
2. Further 12 months take the Associate Exam (time to be mutually agreed with your Line Manager)
3. Progressing to Member status. To be reviewed with your Line Manager thereafter.