Assistant Property Manager

at  Encore

QUALIFICATIONS

• A good standard of education is essential.
• A property qualification (eg. IRPM Part 1) would be desirable but is not essential.

EXPERIENCE

• Customer relationship management: Previous ‘frontline’ contact with customers is essential.
• Systems: Prior experience with software systems such as database management and ordering/invoicing is essential.
• Contractor management: Prior experience with managing contractors is highly desirable.

SKILLS

• Excellent time management, prioritisation and project management skills.
• Excellent communication skills: good letter writing, telephone manner and ability to brief third parties when required (eg. contractors)
• Excellent people skills: an ability to empathise and resolve issues effectively.
• Excellent computer skills: proficient in all Microsoft programmes and competent in mail merging. Knowledge of Qube would be an advantage.
• Good commercial skills: demonstrate commercial nous and a ‘value for money’ approach.

WHAT YOU’LL DO:

In all areas, you will need to ensure that company policies and procedures are consistently applied to the required standards. You will support the Estate Managers and General Manager across a portfolio of properties to deliver the following outcomes:

• Dealing with the property management teams administration-based tasks such as solicitors’ enquiries, raising invoices, sending out letters to the blocks, receipt of notices.
• Database administration keeping records accurate and current.
• Submitting meter readings to utility providers on behalf of the property management team
• Assisting with minor maintenance issues that arise and organising contractors to attend and resolve matters within appropriate timescales.
• Monitoring and directing emails to the relevant property manager.
• Maintaining accurate, current information on the team’s property portfolio.
• Administering sublet licences and raising invoices. Maintaining subletting database.
• Answering and directing phone calls in the absence of the receptionist.
• Organise keys for contractors and assist in maintenance of the key system.
• Liaising with clients and keeping them updated on any property works
• Assisting in dealing with insurance claims, obtaining relevant information to progress claims.

• Attending properties when needed on behalf of the property manager.Other ad hoc duties.

HEALTH & SAFETY DUTIES:

• Water Hygiene Reports
• Health & Safety Reports
• Pyro & Others (Fire Alarms/Emergency Light/Fire extinguisher) monthly reports
• Porter Training - including FirstAid
• Building Safety Act & Fire Safety Act checks - ensuring compliance across buildings
• Insurance Lift & Boiler Reports