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Summary Of Position

The Property Manager will provide a high level of customer service, building relationships with clients, tenants, contractors, and landlords. They be responsible for regular contact with clients throughout the term of the tenancy. Working within the legal requirements, deal with all inspections and checkouts ensuring satisfaction for both tenant and landlord. They will ensure a high level of accuracy in the completion of all Company and client documentation. They will work mainly with the Letting Manager, however, will interact with the maintenance, lettings accounts dept and sales staff daily. Communications may also take place with staff members at other letting offices and sales offices.

Duties And Responsibilities

• Customer Relations
• Liaise on a day-to-day basis with existing and new customers and satisfy customer requirements.
• Build and maintain strong relationships with clients, tenants, and contractors and provide feedback to all parties on a regular basis.
• Provide clients and tenants with contact point for emergency cover and keep updated.
• Property Management
• Organise and carry out all internal property inspections within timescale required by line manager.
• Produce and send landlord reports on inspections within 3 days of inspection.
• Follow checkout procedures and conduct and ensure completion of efficient checkouts prior to the property being vacated.
• Organise gas safety maintenance files for all managed properties, ensuring Certificates are renewed on time and logged on the Company’s internal systems.
• Maintenance Coordination
• Advise maintenance of any issues raised on amendments to landlords as soon as possible.
• Organise estimates, repairs, and maintenance as and when required, updating line manager of any areas of concern immediately.
• Complete works orders, authorise the works, and follow through to completion.
• Administrative Duties
• Manage and maintain daily administrative systems and procedures.
• Ensure all administration and admin records are completed and maintained to a highly professional standard.
• Administer all responsibilities in the most cost-effective way and always operate within approved budgets and Company policies.
• Authorise and post invoices from contractors onto software system for payment.
• Undertake any ad hoc request as provided by senior management.
• Inventory and Documentation
• Organise inventories to be ready a minimum of 24 hours before move-in; ensure all pages signed and any amendments returned by tenants within a 7-day timeframe.
• Develop relationships with contractors and ensure all have a signed Contractor relationship policy document and have appropriate insurance.
  
  

Role Specific Competencies

• Communication
• Teamwork
• Responsibility
• Trustworthy & Ethics
• Organised
  
  

Principal Measures / KPI’s

• Inspections completed on time and within guidelines
• Inventory completed 24 hours before check-in
• Checkouts completed within legal guidelines
• Database produced of potential properties and landlords
  
  

Knowledge & Experience

• Previous experience in customer face to face dealings
• Previous experience in telephone communication
• Excellent attention to detail
• The ability to meet deadlines
• Customer driven with a drive for results
• Show respect for others and build relationships
• Car owner/Driver
  
  

Training & Qualifications

• 3 GCSEs at grade 4 or above (or equivalent qualification)
• Hunters Academy Training endorsed by Propertymark (ARLA and NAEA) will be provided
  
  

Key Communications

• All employees, Managers, Directors within the Lettings team, HR, customers, and external suppliers if there is any. (The line manager can confirm this.)