Commercial Property Manager

• Understanding Lease Agreements: Fully comprehend the lease terms for each property to ensure management aligns with RICS standards and legal requirements.

• Property Inspections: Conduct regular property inspections to verify compliance with lease terms and service standards. Prepare detailed inspection reports, with a minimum of one visit per property annually.

• Health & Safety Compliance: Ensure all properties adhere to health and safety laws and industry best practices.

• Insurance Coverage: Maintain appropriate insurance coverage for all properties and manage claims efficiently until resolution.

• Updating Records: Keep property management systems (e.g., TRAMPS) updated with accurate details, including client, tenant, and contractor information, as well as key dates for rent reviews, lease expirations, and insurance renewals.

• Credit Control: Collaborate with the Credit Control Team to address and resolve payment issues promptly.

• Contractor Compliance: Work exclusively with approved contractors who meet company policies and standards.

• Cost Assessments: Arrange periodic reassessments of rebuilding costs to ensure adequate insurance coverage.

• Lease Expiries: Maintain and manage the Lease Expiry Checklist to issue notices and dilapidation schedules accurately and on time.

• Tenant Meetings: Attend tenant meetings as required to address property-related concerns.

• Routine Visits: Conduct routine inspections of managed properties and complete a detailed inspection report for each visit.

Client Property Management Responsibilities

• Client Communication: Maintain regular contact with clients (at least biannually or as agreed) to ensure seamless service delivery and address their needs.

• Client Liaison: Follow client instructions meticulously, maintain comprehensive records, and provide detailed reports on specific projects or issues.

• Landlord Recommendations: Offer timely advice on landlord improvements and tenant applications for assignments, subletting, or alterations, prioritizing the client’s interests.

• Collaboration with Agents: Work effectively with letting agents and marketing advisors to achieve property management objectives.

Service Charge Budgeting Responsibilities

• Budget Preparation: Prepare service charge budgets at least two months before the start of the new financial year and communicate any changes to tenants.

• Budget Management: Monitor and control budgets throughout the year to ensure expenditures remain reasonable and justified.

• Financial Oversight: Safeguard and manage financial resources effectively, ensuring proper accounting for all funds.

• Preventative Maintenance: Develop long-term maintenance plans (spanning 5-10 years) for building repairs and major equipment replacements.

• Service Charge Recovery: Address disputes promptly and ensure full recovery of service charge costs.

• Value for Money: Regularly re-tender services to ensure competitive pricing and engage qualified, compliant contractors.

General Responsibilities

• Stay Informed: Keep up to date with relevant legislation, case studies, and industry best practices.

• Financial Awareness: Understand the financial aspects of the department’s business model and apply this knowledge effectively.

• Business Development: Identify potential business opportunities and pursue them or refer them to the appropriate team.

• Team Support: Mentor junior team members and assist the Head of Department with projects and process improvements.

• Document Management: Ensure supplier contracts, insurance documents, and critical records are stored electronically for easy access.