Property Manager

Prime Phenix is a UK new build property development company operating primarily in London and South East, UK. Our focus is on creating exceptional residential developments that combine luxury functionality and innovative design. We prioritise quality at every stage of the development process and place strong emphasis on sustainability incorporating energy efficiency and minimising environmental impact.

Job Description

The Property Manager is responsible for managing a portfolio of residential apartments and commercial spaces, ensuring client satisfaction, regulatory compliance, and operational efficiency. This role requires a proactive, highly organised individual with strong communication skills, a robust understanding of property legislation, and a commitment to delivering high standards of service.

Key Responsibilities

1.Block Management and Client Relations

• Manage a portfolio of residential apartments to ensure efficient property operations.
• Act as the primary point of contact for clients (Residents' Management Companies, leaseholders, and tenants) to foster positive relationships.
• Conduct regular site visits to ensure properties are well-maintained and address maintenance issues promptly.
• Prepare and manage inventories for check-ins and check-outs, maintaining organised records.
• Prepare service charge budgets, ensure financial transparency, oversee collections, and manage arrears.
• Hold regular meetings and AGMs, providing detailed reports and advice.
• Manage client and resident expectations through clear, timely communication regarding maintenance and financial updates.

2.Health & Safety and Fire Safety Compliance

• Ensure full compliance with all relevant health and safety legislation across the portfolio.
• Implement and monitor fire safety procedures, including up-to-date fire risk assessments and necessary remedial actions.
• Coordinate regular testing of fire alarms, emergency lighting, and safety equipment.
• Conduct frequent health and safety inspections and address identified risks promptly.
• Maintain accurate records of all compliance activities.

3.Tenancy Management & Maintenance (Fixflo)

• Oversee tenancy agreement management, ensuring compliance with terms and conditions.
• Coordinate all maintenance and repair works using the Fixflo platform.
• Log, monitor, and track requests to ensure timely resolution for tenants and contractors.
• Appoint approved contractors, obtain quotes, and oversee work orders and quality control.
• Ensure contractors adhere to health and safety requirements and possess necessary insurance.
• Manage reactive and planned preventative maintenance schedules.
• Proactively manage rent and service charge arrears, implementing effective recovery strategies.
• Liaise with legal teams for arrears recovery when necessary.
• Ensure accurate, timely invoicing and payment processing.
• Monitor utility accounts to ensure efficient management.
• Develop and maintain a network of reliable and reputable contractors.
• Negotiate favourable terms with contractors and suppliers.
• Monitor contractor performance, ensuring work is completed to a high standard, on time, and within budget.
• Conduct regular reviews of contractor service levels.

6.Managing Agents Oversight

• Oversee relationships with third‑party managing agents engaged for specific properties.
• Monitor performance against agreed Service Level Agreements (SLAs).
• Ensure clear communication and efficient handover of information.
• Review and approve invoices to and from managing agents.

7.General Duties

• Maintain comprehensive and accurate property records and documentation.
• Keep abreast of changes in property law, regulations, and industry best practices.
• Prepare regular reports for senior management.
• Participate in team meetings and contribute to continuous service improvement.
• Conduct property viewings with prospective tenants.

Skills and Experience

• Experience: 3-5 years of proven experience in block and/or property management.
• Legal Knowledge: Solid understanding of property law, leasehold agreements, and landlord/tenant legislation.
• Compliance: Demonstrable experience with health and safety and fire safety regulations.
• Software: Proficiency in property management software (Fixflo experience is highly desirable).
• Communication: Excellent written, verbal, and negotiation skills.
• Organisation: Strong ability to manage multiple priorities and a diverse workload.
• IT: Proficiency in Microsoft Office Suite and AI tools.
• Portfolio Management: Experience managing new‑build property blocks.
• Approach: A proactive, problem‑solving mindset.