Assistant Property Manager – Residential in Slough

To assist the Residential and Commercial Property Managers in providing effective management of properties within the property management portfolios, ensuring effective communication with Freeholders, Leaseholders, and any other relevant parties at all times.

KEY RESPONSIBILITIES

• Assist in the management of properties within a designated property portfolio.
• Assist with the management of ongoing maintenance demands for each property within the portfolio, as required by the Property Manager.
• React to and address maintenance reports received from Freeholders, Leaseholders, Management Companies and, where applicable, tenants.
• Assist with the management of a pool of authorised contractors to address all aspects of ongoing building maintenance for each property within the property portfolio.
• Assist with the creation, approval and operation of an annual service charge budget for properties within the property portfolio.
• Respond to general enquiries from Freeholders, Leaseholders, Management Companies and, where applicable, Tenants, in a timely and professional manner.
• Assist the Property Manager to organise, and if required to attend General Meetings (AGMs), Directors Meetings and/or Leaseholder Meetings, where applicable, for properties within the property portfolio, and take and produce minutes.
• As directed by the Property Manager, make regular visits to each property within the property portfolio and carry out regular inspections of contractor works to ensure quality and value for money.
• Provide general administrative support to the Property Manager.
• Deputise for Property Managers as required in their absence.
• Answer general telephone and email enquiries, take messages accurately and arrange call-backs where applicable.
• Comply with all requirements of the Governing body, TPI, and the ISO 9001:2015 Quality Management standard.
• Any other applicable duties as assigned by the Management, with due time and notice.
• Work with Property Managers to assist in preparation of draft annual service charge budgets. Once approved and on database, check allocations, monitor receipts and assist Property Managers in submitting year-end accounts to audit. Dealing with queries on charges generally.
• Undertake general office duties including opening and allocating post daily, accepting and putting away deliveries and supporting the regional head to maintain an organised, presentable office space.

COMMUNICATIONS & WORKING RELATIONSHIPS

• Internal: Partners, Regional Heads, Property Managers, Property Management Accounts, Property Team Administrators, and colleagues within SHW.
• External: Clients, consultants, professional advisers, auditors, tenants, contractors, porters, and site staff working at properties.

KEY PERFORMANCE INDICATORS

• All reports of repair requirements at properties dealt with promptly.
• A works order issued for each job.
• Works orders monitored to receipt of invoice to ensure works completed.
• Invoices paid from correct funds.
• All periodic H&S / Fire etc routines / tests per SHW H&S system to have been instructed/completed.
• Qube, Premises & Site Logs all up to date with current information.
• Ability to produce detailed reports and documentation when required.
• Ability to produce, administer and amend service charge budgets.
• Currently studying or willing to study to obtain TPI qualifications.

PERSON SPECIFICATION

• Preferably, 1 - 2 years’ experience in residential lettings or residential/commercial property management industries.
• Ability to manage own workload with supervision.
• Attention to detail and accuracy of all typed documentation.
• Ability to keep to dates and times.
• Ability to learn new skills through internal and external training.
• Proactive approach to problem solving.
• Approachable nature with a good positive can-do attitude.
• Comfortable presenting in front of small groups and answering questions as part of a small team or panel.
• High standard verbal and written communication.
• Patient and calm under pressure.
• Excellent knowledge of Word, Excel, Outlook and the ability to learn how to use new systems such as Qube.
• Willing and able to travel to properties to support PM in basic duties, including minute taking out of hours.
• Willing and able to travel to other SHW offices if necessary.

SHW is committed to encouraging respect, diversity and inclusion among our workforce and eliminating discrimination. The aim is for our workforce to be representative of all sections of society, and for each employee and client to feel respected in an equitable environment.

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