Portfolio Manager

Working Hours - Monday to Friday, 9am to 6pm

Contract Type – Permanent

Salary – Competitive

Flexible and hybrid working

 

The Portfolio Manager is responsible for the day-to-day management of their own portfolio of properties. The portfolio is likely to comprise of a mix of property types (in terms of age, size and location of property) and you are likely to be working for a variety of different clients (freeholders, RMCs, RTMs and developers). The role is broader than at some of our competitors as you are the point person on everything to do with the property, although there is a team in the background to support you. The portfolio is growing quickly so candidates should be looking to work in a fast paced environment and be keen to develop with the company.

 

Your Day-to-Day Responsibilities

 

  • Liaising with tenants, Leaseholders, Freeholder and board of Directors and managing expectations of all aspects of block management.

  • Handling Day to Day property maintenance issues reported by Leaseholders and residents communicating with contractors as necessary

  • Obtaining quotations for any works

  • Dealing with any telephone / email / post enquires. Telephone calls are dealt with as soon as practically possible and emails are responded to within 24 hours

  • Dealing with disputes or complaints from Lessees within the development

  • Performing property searches via the Land Registry

  • Managing the progress of maintenance issues and seeing them through to completion via our internal issues list

  • Ensuring all systems are kept up to date and maintained

  • Managing all Health and Safety, Fire Risk Assessments and any Asbestos for your portfolio, advising clients on their obligations and ensuring that the buildings are compliant. Raising any issues or concerns immediately to management

  • Issuing Section 20 Notices

  • Liaising with Chartered Surveyors during any major work projects

  • Liaising with Insurance brokers prior to the renewal of any polices, issuing renewal terms to clients and following approval, instructing Insurance brokers to commence with cover

  • Liaising with Insurance brokers, initiating formal written claims and obtaining comparable quote for damage in communal areas, ensuring all claims are tracked and closed out

  • Acquisition of keys, fobs, remotes and permits and administering management keys to authorised contractors for maintenance purposes or copies for residents where necessary.

  • The Company out of hour’s phone is held by the team on a weekly rotation – when in the Portfolio Manager’s possession they are expected to be contactable in the evenings and during the weekend should any emergencies occur.


Reporting:

  • Conducting formal management visits to each property on a monthly basis and creating reports for our files and following up where necessary with maintenance issues found during inspections

  • Attending scheduled weekly meeting with either Portfolio Director or Senior Portfolio Manager to review your portfolio and discuss any issues

  • Attending Quarterly Meetings with clients during the working day and early evening and preparing the quarterly packs to be distributed at the meetings or electronically

  • Attending EGM’s and AGM’s where necessary

  • Running annual residents meetings where necessary

  • Issuing minutes within two business days following any meetings held to clients / Leaseholders (following internal approval)

Service Charge / Ground Rent

  • Dealing with Service Charge and Ground Rent collections

  • Drafting annual Service Charge budgets

  • Drafting Service Charge demand letters

  • Liaising with the accounts department to ensure demands are issued correctly and in a timely fashion

  • Issuing 14 day and 7 day reminders

  • Liaising with solicitors and debt collection agents in relation to any outstanding arrears

  • Ensuring S20(b) notices are issued in a timely manner

  • Updating the client as and when necessary on collection rates

Company Secretary

  • Filing confirmation statements at Companies House (usually this involves ensuring the registered Company Secretary has done this)

  • Filing annual Company Accounts at Companies House (usually this involves ensuring that the registered accountants have issued the accounts, they have been signed by the Directors and returned to accountants for filing)

  • Issuing Share Certificates / Membership Certificates upon completion of sales where applicable

  • Filing new appointments at Companies House (both electronically and via post if applicable)

  • Terminating appointments at Companies House (both electronically and via post if applicable)

Role Requirements

  • IT literate and proficient in the use of Microsoft Office

  • Have a proven background in terms of block management (minimum two years experience) and an all-round knowledge of the major issues likely to be encountered

  • Ambitious, dynamic and motivated

  • Strong communicator, both verbally and written, with good use of grammar and spelling

  • Strong at time keeping and time management

  • Able to run a meeting with clients to discuss accounts and issues at each property

  • Self sufficient in terms of dealing with issues and equally adept at raising issues to management as required

  • Full clean UK driving licence a benefit

If you would like to apply for the role or find our more, please contact our Careers Team at careers@blockmanagement.com.

 

We look forward to hearing from you!