My client is an established and fast growing Managing Agent that provides residential block and estate management services across the UK and they are looking to add a Head of Property Management to their Croydon regional office. The successful applicant will be primarily responsible for the supervision, motivation and development of a team of Property Managers, Assistant Property Managers, Accountants and Administrators in order to ensure the delivery of management services to a portfolio of residential and, where applicable, mixed-use buildings and estates.
Summary of Duties:
Property Inspections and Maintenance: Inspections and Reports
Finance: Budgets and Client Accounts
Insurance: Building, Directors and Officers insurance
Meetings: EGMs, AGMs, Directors’ and Residents’ meetings
Correspondence and Complaints
Breaches of the Lease
Property Sales (Assignment of the Lease)
Office Finance & reporting
Staff Management and Care:
Prepare and maintain a diary of monthly Branch Meetings and ensure each team member takes an active part in reporting on their duties within the team
Arrange and record one-to-one meetings and personal development reviews with each member of the team on a planned and regular basis to suit the training needs of the individual team member
Identify the training needs of the team and arranging training courses as required.
Develop the knowledge and skills of each team member to ensure succession management
Offer pastoral care to the team and involve specialist human resources as and when required
Deal with all staff issues, including attendance, sickness and disciplinary matters in accordance with company policy and current employment legislation
Carry out recruitment as and when necessary in accordance with company policy to ensure the branch is appropriately staffed
Ensure each member of the team is aware and compliant with their responsibilities and authority level
Take ownership of the Monthly Branch Report and ensure it is completed accurately and submitted in a timely manner
Property Inspections and Maintenance:
Ensure Property Managers act on their findings within site inspections
Ensure Property Managers instruct and maintain accurate records of Risk Assessments, their dates and planned frequency for re-inspection
Ensure Property Managers take action upon the findings of the Risk Assessments
Promote the Out of Hours option to the Property Managers and encourage them to advise Clients to include this within their budgets
Ensure that Management Agreements are in place for all clients and developments
Ensure Property Managers prepare budgets for each property and prepare notes of explanation for each property within the portfolio and ensure they are complete and approved two weeks prior to the billing period
Assist/Train Property Managers with the production of budgets
Keep monthly records on budget production, submission to Tramps Support, printing and issue of demands
Supervise the production of audit packs & clients’ annual accounts
Assist the Branch Accountant with priorities and co-ordinating accountant queries
Attend Leasehold Valuation Tribunals and County Court hearings as and when required to give evidence in support of the client’s position.
Ensure Property Managers hold regular client meetings; on site meetings, AGMs, EGM and Directors’ meetings
Attend meetings with Property Managers to give support where required.
Correspondence & Complaints:
Oversee Property Managers’ correspondence to clients and lessees. Offer support and advice as required.
Ensure all correspondence from the branch is issued in a timely manner.
Assist/Advise Property Managers when dealing with complaints. Endeavour to ensure issues are not escalated to a formal complaint.
Respond to all Stage 1 complaints via the Complaints department. (Ensure these complaints are recorded)
Assist the Complaints Department in handling Stage 2 complaints.
Breaches of the Lease:
Oversee correspondence between Property Managers and clients / landlords where the terms of the lease are not being adhered to by individual residents/leaseholders
Undertake all duties usually associated with leasehold property management, in accordance with agreed company procedures, the management agreements and the legal documentation in place.
Carry out all duties within ARMA guidelines and RICS code of practice
Ensure that FCA regulation guidelines are adhered to in all working practices and behave in accordance with these rules and the Treating the Customer Fairly guidelines
Be courteous and professional in all dealing with clients, customers, contractors and general public
Actively seek to obtain new instructions for the Company
Be an active team leader; motivating and encouraging development of any staff working with you in the management of your portfolio
Endeavour to remain informed of new relevant legislation and best practice guidelines
We are an equal opportunity employer and value diversity in our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.