Assistant Property Manager

Job Ref No: 
lk prop
Job Category: 
Administration
Job Status: 
Permanent
Pay: 
£25,000 - £27,000
Area: 
Godalming, Surrey

Working for a highly successful property management company as the administrator/ assistant commercial property manager you will be responsible for day to day administration and assisting with the management of our commercial property portfolio.  You will deliver a high level of customer service to our clients and tenants with a view to contributing to continued business growth.

 

You will be working within a friendly team and this role could progress into being a full fledge commercial property manager role.  This would suit someone from a property background or someone with strong client facing and administration skills interested to learn.

 

 

Responsibilities:-

  • Assisting the Property Manager/ Senior Property Manager with preparing and setting budgets, communicating budgets, overseeing annual maintenance, and delivering service charge accounts.
  • Assisting in the sourcing, appointment and retention of suitable and competent contractor/s and consultants (where required) to deliver M&E maintenance and servicing contracts and ensuring that their insurance and other documentation are up to date.
  • Liaise with other colleagues on matters relating to the running of the portfolio.
  • Dealing with commercial enquiries and complaint resolution. .
  • Dealing with utility companies to ensure that meters are read, invoices are paid on time and costs are recovered and resolving any related disputes
  • Assisting and liaising with Accounts Department in credit control / debt collection.
  • Proactively communicate with customers to ensure satisfaction, gather information on any concerns and requirements, and ensure resolution of concerns in a timely manner.
  • Act as first point of contact in emergency situations that effect commercial tenants business.
  • Responding to tenant enquiries, identifying and reporting of maintenance matters. Reporting back to the customer to provide regular updates.
  • Assisting in monitoring of contractors performance, report unsatisfactory work and (initiate) action to remedy.
  • Logging insurance claims where necessary and reporting back to tenants/stakeholders on progress.
  • Report all contentious issues to the line manager without delay.
  • Ensure regular contractor meetings take place, prepare Agendas, attend meetings and take minutes.
  • Maintain a diary of all site visits undertaken by the Property Manager and Senior Property Manager. Notify tenants of proposed visits. Ensure that detailed records are kept of all site visits and inspections and systems updated accordingly to record the visit.
  • Ensure contractual arrangements are being delivered to clients effectively and efficiently.
  • To assist in ensuring that the portfolio is managed and serviced according to legislative requirements, incorporating best practice. Having full regard to the Landlord and Tenant Acts and RICS Code of Practice
  • To assist in implementing best practice for managing commercial tenant’s health and safety compliance
  • Maintain robust standards in relation to Health & Safety across all contracts.

 

 

Skills and experience

 (this is a wish list and please don’t be put off applying if you don’t have all this experience)

  • Knowledge of Commercial property legislation (Predominantly Landlord and Tenant Act) related to compliance, contract management, tendering procedures and health & safety.
  • Knowledge and experience of managing service contracts.
  • Knowledge and experience of raising orders for day to day repairs.
  • Knowledge of budgetary control / Understanding of how service charges operate.
  • Educated to Degree level or equivalent relevant discipline.
  • Strong organisational skills with the ability to manage several tasks at once and meet deadlines.
  • Resilience, patience and an ability to deal diplomatically with any discord.
  • Ability to interact with both internal and external customers in a friendly and professional manner. Experience of client/ account management
  • Commitment to customer service and involvement
  • Work well in a fast-paced environment.
  • Team Player (Very important).
  • Ability to follow procedures, plan and prioritise
  • Financial and budget management skills.
  • IT literate – Use of Microsoft applications / Qube software (or similar)
  • Ability to deliver targets / goals
  • Effective decision maker
  • Current driving license and use of car a benefit
  • RICS qualification an advantage but not essential