JOB DESCRIPTION

Job Title: Team Leader – Property Management Department
Working Hours: Monday to Friday, 08.30hrs-17.00hrs – Office Based
Department: Livingcity Asset Management Limited
Revision Date: June 2025
Location: Manchester

CANDIDATE REQUIREMENTS

• Experience of managing staff
• Excellent communication skills

· Ability to adapt quickly to team dynamics and shifting priorities

• Excellent knowledge of Word, Excel and Outlook
• Enthusiastic approach to learning Livingcity systems with a view to becoming a ‘super user’
• A positive and proactive attitude
• Strong customer services experience
• Organised with effective time management skills to ensure deadlines are met.
• Experience in understanding, interpreting, and preparing reports and plans (works scheduling, workload allocation, performance planning).
• Experience working in a property management company is not essential but would be beneficial

ADDITIONAL INFORMATION

This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organisation.

We are seeking a proactive and collaborative Team Leader to support the smooth running of the Property Management Administration Department. The Department consists of a team of property management and client accounts administrators utilising our Propman software. Working directly with the Senior Property Managers, this role requires a well-organised individual with excellent communication skills. The ideal candidate will act as a central support figure between administrators, the Property Managers, and other departments to ensure workflow continuity, administrative efficiency, and a cohesive team dynamic. In leading the administrator team, the candidate will track performance against KPIs, and work with senior management colleagues to set goals and performance criteria that match our professional service standards. The successful candidate will have a high level of interaction with all functions of the business, therefore, to be considered you will need to be a natural people person and strong communicator.

• Liaise and collaborate with the Senior Property Managers, the Client Accounts Manager, and other relevant colleagues to ensure the optimise the performance of the Property Management Administration Team.
• Act as a positive role model, providing leadership, coaching and direction to the Property Administration Department to achieve individual, team and departmental objectives and periodic deadlines.
• Provide motivation, encouragement, and regular feedback to the team.
• Create an environment that fosters trust, open communication, creative thinking, and cohesive team working.
• Develop the team to reach their full potential by identifying training and development needs, through regular operational assessment, one-to-one feedback meetings, linked to the annual review process for the Estates Department.
• Monitor & manage daily internal operations and ensure that all processes are running smoothly.
• Manage and lead the Property Management Administration Department to ensure that an exceptional customer service is provided by prioritising tasks, delegating duties, and deploying staff effectively, based on available resources.
• Ensure operational staffing levels across the Property Management Administration Department are always achieved through effective planning and monitoring, including liaison with other team managers.
• Manage annual leave for the Property Management Administration team members ensuring sufficient staffing levels are achieved and that there is a fair and consistent approach to allocating time off.
• Communicate effectively with other departments to ensure positive alignment between workloads.
• Assist in HR functions, including but not limited to, staff meetings / appraisals, new starter inductions, recruitment of new staff, and independently managing any matters that may arise.
• Assist with compliance to ensure that all policies, procedures & standards are up to date, adhered and complied with
• Ensure set reports are submitted by the Property Management Administration Department e.g., outstanding PO reports, weekly 24-hour assist update report and/ or weekly call-log reports.
• Ensure all outstanding work is completed.
• Monitor the timely completion of relevant statutory training of the team to ensure compliance.
• Be able to assist the Property Management team in the day-to-day management of their portfolios with the ability to escalate and chase when needed.
• Ensure all client reports are completed and sent out on time.
• Ensure ‘Contract docs’ are managed and maintained on a daily basis and in line with the contract database.
• With the assistance of the compliance team, carry out annual audits of contract docs in line with the contract database
• Provide training to new staff members when proficient in the use of systems and processes