Estate Management Support - Portsmouth, United Kingdom - PS&B Estate Management

PS&B Estate Management

Verified Company

Portsmouth, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Title:
Estate Management Support

Department:
Estate Management

Location:
Portsmouth

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

Salary:
Dependent on age and experience

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 contactors 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 oneoff diagnostic instructions.
To assist Property Manager(s) with preparing property information for takeover or handover of management.
To assist with filing, scanning and reorganisation 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'S/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.
Be a team player and be prepared to work from any of our offices or if necessary, from home.