Estate Management Support

Hours: Monday to Friday 09:00 – 17:00 – 1 hr lunch break (35hrs) (Additional hours when necessary, depending on the needs of the business)

Report to: Head of Department/Property Manager

Holiday Allocation: 25 days per annum

Summary of Job: To assist PS&B Property Managers in the management of a mixed and varied portfolio of residential and commercial property located on the South Coast for all PS&B offices.

Main Tasks & Responsibilities:

• To assist in the provision of an efficient and effective service to landlords and leaseholders.
• To handle and deal with initial enquiries from lessees relating to repairs, accounts and all aspects of estate and property management.
• To assist with the monitoring and processing of all legal compliances as directed in conjunction with the relevant Property Manager(s), e.g. Fire Risk Assessments.
• To manage the master spreadsheet for service charge budgets and roll forward the budget templates each quarter for Property Managers to take forward.
• To assist Property Manager(s) in compiling replies to Solicitors Enquiries (LPE1).
• To assist Property Manager(s) in the reading of leases and in identifying covenants as they apply, predominantly for maintenance and repair.
• To help administer Section 20 consultations for qualifying major works.
• To assist with obtaining tenders and quotes for the appointment of contractors for planned and reactive maintenance.
• To log and liaise claims with the landlord’s Insurance brokers & claims handlers.
• To liaise with external Surveyors in the administration of projects and one-off diagnostic instructions.
• To assist Property Manager(s) with preparing property information for takeover or handover of management.
• To assist with filing, scanning and re-organisation of electronic filing systems.
• To help provide information for preliminary enquiries made to the accounts dept.
• To keep accurate minutes of all department meetings.
• To carry out mail merges as directed.
• To issue welcome packs to new leaseholders.
• To maintain records of all contact information for landlords and leaseholders.
• To oversee the upkeep of the contractor Public liability Insurance database.
• To attend properties when required on an ad hoc basis to make basic checks.
• To attend Directors meetings and/or AGM/Resident meetings either at PS&B offices, at properties or local venues and to take meeting minutes if required.
• To process the distribution of service charge accounts to leaseholders and landlords and to maintain records.
• To liaise with utility brokers and utility companies and maintain records.
• To develop and maintain a culture of good public relations and customer care.

Person Specification:

• Good level of experience in customer service and committed to providing a high standard of customer care.
• Good public relation and communication skills, orally and written, good telephone manner.
• Possess good IT skills particularly in Microsoft Office Suite; primarily Word, Excel & Outlook.
• Experience of working with a database system e.g. Microsoft Access.
• Knowledge of QUBE Database is advantageous but not a prerequisite.
• An understanding of property management preferably blocks management and the relevant legislation.
• Ability to communicate effectively with people at all levels, e.g. freeholders, lessees, solicitors, contractors etc.
• A basic knowledge of various building construction forms and techniques for their repair and maintenance is advantageous but not a prerequisite.
• An appreciation of the legislation framework relating to leasehold management.
• To develop the ability to read, understand and apply relevant clauses within residential and commercial leases.
• Be a team player and be prepared to work from any of our offices or if necessary, from home.

Please Note: This job description is an indication of the job role you have been employed to do and not an exhaustive list of daily or monthly tasks. All employees will be expected to undertake any suitable tasks requested by their line Manager to meet the changing needs and future growth of the business, as discussed in regular reviews. The job description needs to be read alongside the post-holder's Statement of Main Terms and Employee Handbook, which provides detailed information concerning the policies and procedures of our company. This job description will be reviewed periodically. As part of the recruitment process, social media checks may be carried out as part of the pre-employment screening. By applying to this vacancy, you agree for this to take place. If you have any questions, please email to discuss further.