Assistant Block Property Manager Part Time

Job Description

Job title- Assistant Property Manager Working hours - 9.30 am to 1.30pm Monday to Friday Location - The applicant will be required 1 day per week to attend London office close to London Bridge. Attend properties across south east and London as required. Opportunity for some flexible working. Qualifications - Maths and English to GCSE level minimum. IRPM or ARLA qualifications would be beneficial Summary - To assist in management of a portfolio of properties in London, Hastings and Brighton areas, instructing repairs, processing invoices, arranging meetings, taking minutes of meetings, answering resident queries. Opportunity after successful completionof 6 month probation period to be supported in completing property management qualifications via online learning, including membership of The Institute of Residential Property Management.Leasehold management To prepare and submit Section 20 Notices and collect funds for major works from leaseholders, as required.To deal with estate management issues To assist with negotiating lease alterations premiums and compensation for freehold consents To assist with preparing service charge budgets and monitoring spending To obtain quotations, instruct works, manage contractors and monitor performance To assist with managing cyclical contracts for the portfolio To assist with Health Safety and Environmental issues are managed in line with procedures and any electronic Health and Safety management system. To ensure compliance with all legislation relating to residential property in conjunction with the Directorensuring regular meetings and client reporting To liaise professionally and efficiently with external advisers, as and when required. To ensure reporting and provision of correspondence to residents and that deadlines are met To build and maintain goodwill, confidentiality and trust with prospective and existing clients at all times To continue to develop personally and professionally and attend training sessions necessary for the performance of the role. To perform other tasks delegated by the Director in charge as requiredDay to day activities: Take responsibility for portfolio of UK properties assisted by owner Director, including long leaseholders and lettings Deal with client phone calls in a polite, helpful and confident manner Take incoming telephone calls Handle letting enquiries and book viewings for suitable applicants Process letting paperwork, agreements inventories deposits etc Deal with enquiries to central email address with assistance from Director Make full and accurate notes of all conversations and ensure that they are actioned or passed on to the appropriate colleague without unnecessary delay Pick up telephone calls for the Director when he is not able Log all incoming fees on fee schedule and ensure invoices are raised for additional services On a monthly basis chase in all outstanding fees and keep record of progression for Monthly Management Meetings Sending out initial documentation for applications for lease events such as Licence to Alter and Assign, logging on to Schedule and obtaining initial fees Assisting with pre-sale enquiries, Licences to Assign and Sublet Arranging for Schedule of Conditions to be carried out, liaising with lessees of flats to obtain approval Maintaining filing system and filing documents within 2 working days Completing Mail merges Sending out newsletters Organising team and resident meetings and taking minutes virtuallyAssisting with approval of invoices Sending out accounts and budget packs as and when required Saving new leases on to system Accompanying Asset Managers on inspections/site meetings virtually as and when requiredProfessional Standards Diary management and maintenance using Outlook and monitor movements of Director Diarise appointments and arrangements for meetings Invoicing and file set up procedures in line with Best Practice Assist Director when requiredTeam Make full and accurate notes of all conversations and ensure that they are actioned or passed on to the appropriate colleague without unnecessary delay Pick up telephone calls for the Director Create and amend Powerpoint presentations including pitches & brochures. Ensure all filing is carried out on a regular basis to maintain an up to date filing system & ensure archiving is done on a regular basis. To pay strict attention to detail in order to ensure that the professional image of the company is maintained at all times To understand how to complete all other office tasks in order to be able to deputise effectively for colleagues in their absence Raise fee proformas and invoices Scanning PA support to DirectorSystems and IT Competencies Powerpoint Word Excel OutlookProfessional experience and personal skills profile Fluent English spoken and written is essential At least 1-2 years office experience, ideally in a block management environment Accurate attention to detail Strong Word Processing skills and an interest in improving ability. Excellent standard of English grammar, spelling and takes pride in presentation of work Flexibility, adaptability and a co-operative attitude, calm under pressure Have the necessary skills and qualifications to provide an effective and efficient support service Dedicated, loyal, diligent, efficient, punctual with a tidy manner Well presented, have a clear speaking voice and a good sense of humour

Keyskills :
AdministrativeCustomer ServiceProperty Management