Property Manager

Student Castle Property Management Services Limited; Norwich; On-site; GBP 24,000 - 32,000; Full time

Job summary

Student Castle Property Management Services Limited is seeking an Office Administrator to oversee administration, housekeeping, maintenance and security coordination across campus-site operations. You will set tasks, manage rotas, and liaise with suppliers and management teams to keep procedures current.

The role covers front desk support, student life guidance, and disciplinary processes, plus organising events, monitoring social media, and developing marketing activities.

Responsibilities

• Manage administration, housekeeping, maintenance, and security teams and rota planning.
• Maintain relationships with other Student Castle/ Capitol Students sites, suppliers and partners.
• Develop, review and update office documents.
• Oversee staff holidays, sickness logs and timesheets for payroll.
• Ensure rent payments and credit control procedures are followed.
• Keep spending and revenue within budget; hold regular team meetings.
• Manage nomination agreements in place.
• Provide front desk, phone and written support per policy.
• Signpost and advise students on life issues (mental health, finances, university life).
• Take disciplinary action per policy.
• Organise social events with student input.
• Monitor social media and update streams.
• Hold meetings with target student groups for feedback.
• Arrange and perform sales viewings for prospective customers.
• Promote the business at university open days.
• Use online materials and social media to promote Capitol Students and Student Castle brands.
• Develop and implement new marketing strategies.
• Build relationships with universities and educational establishments.
• Log maintenance issues with facilities team.
• Use property maintenance software to ensure compliance across servicing and Health and Safety.
• Liaise with contractors for issues unable to be dealt with in house.
• Inform students of works and access requirements.
• Keep servicing and maintenance records up to date.
• Manage service contracts to maintain safety equipment and fire safety systems.
• Work with FM team to explore new maintenance options.

Job description

Key Duties & Responsibilities

1. Office Administration

• Manage the administration, housekeeping, maintenance, and security teams. This includes setting out their tasks and responsibilities and preparing working rotas as necessary.
• Maintain a close relationship with other Student Castle/ Capitol Students sites management teams, suppliers, and business partners.
• Develop, review and update office documents as necessary.
• Manage staff holidays and sickness logs.
• Manage timesheets and ensure correct hours are submitted to payroll.
• Respond to student requests and queries on generic site email address.
• Oversee financial administration procedures such as invoices, banking reconciliations, expenses and petty cash.
• Ensure that student’s rent is paid on time and follow the credit control procedures for any rent arrears.
• Ensure that spending and revenue meets budgetary targets.
• Hold regular team meetings to ensure staff are updated on any changes to company policies and procedures.
• Manage any nomination agreements that are in place.

2. Customer Care and Pastoral Support

• Provide front desk, telephone and written support to customers and stakeholders in line with Student Castle company policy.
• Provide support, signposting and advice to customers to assist them in dealing with student life e.g. mental health, financial advice, learning support, university life
• Take disciplinary action against students who breach their Licence Agreement and Acceptable Behaviour Policy
• Organise social events with student input.
• Monitor social media and regularly update all social media streams.
• Hold regular meetings with a target group of students to gain feedback and highlight possible areas of improvement or change.

3. Business Development

• Arrange and perform sales viewings for prospective customers.
• Promote the business at university open days.
• Utilise online materials and social media to promote the Capitol Students and Student Castle brand.
• Develop and implement new marketing strategies.
• Build and maintain close relationships with universities and other educational establishments.

4. Facilities Management Support

• Log and inform facilities team of maintenance issues.
• Manage and utilise property maintenance software in order to ensure compliance across all servicing and Health and Safety aspects.
• Liaise with contractors for maintenance issues unable to be dealt with in house.
• Advise students of works to be carried out and access to rooms being required.
• Ensure servicing and maintenance records are kept up to date.
• Manage service contracts to ensure all plant equipment, safety equipment, fire safety systems are maintained according to statutory requirements.
• Work with FM team to explore new options for maintenance and service partners.

5. Other Duties

• Assist with ad hoc requests as necessary for business needs, especially at peak times such as student move in and move out weekends.
• Perform and document regular inspections of student flats.
• Manage summer deep clean and maintenance programme of works.
• Recruit new staff members to all departments as necessary.
• Organise any on site training needed for staff as well as keeping training records up to date and ensure staff complete training within the set timelines.