Freehold Property Manager (Client Side)

Role Overview

The Freehold Property Manager is responsible for the oversight and protection of the assets of the Freeholder, namely the residential blocks, including ensuring the Landlord's income streams are protected, and the Landlord is protected from risk. This is achieved by oversight and management of the managing agents that are contractually appointed to manage the assets in all respects, including, but not limited to, operational oversight, financial management and oversight, H&S, compliance, building safety mitigation and remediation, major works and client care. The role requires strong line management of a panel of managing agents.

Responsibilities

Technical Responsibilities

• Manage and oversee a large portfolio of residential properties/dedicated group of managing agents with minimal supervision to meet company and client KPIs.
• Establish and maintain productive and strong relationships with appointed managing agents.
• Oversee the financial management of lessee funds with managing agents, including budget approvals, accounts, expenditure vs. budget, and reserve collections.
• Maintain a sound understanding of relevant and forthcoming laws related to residential property management and building safety, ensuring processes and operations are compliant and fit for purpose.
• Assist in resolving building defects with managing agents and professional consultants, including progressing funding application processes for available government funds.
• Ensure managing agents are reporting and acting per instructions and in accordance with best practices, legislation, and industry standards.
• Conduct site visits as required, recording detailed inspection data to ensure sites are in optimal condition and following up on findings.
• Ensure strong oversight of compliance at managed sites.
• Review and approve key documents for each direct instruction (budgets, accounts, s20b, s20) and review key communications before the agent sends them out.
• Manage poor-performing agents to drive improvement or change to ensure high standards are met.
• Assist in tendering management of blocks, estates, or portfolios.
• Provide exceptional service to client landlords in line with SLAs & KPIs.
• Identify Fire Safety and Health and Safety Risks with managing agents, interpret reports, and highlight major concerns to clients, colleagues, and appointed professional teams. Ensure concerns are followed up and required mitigation or remediation measures are acted upon.
• MinimiSe, mitigate, and manage landlord risks and liabilities, ensuring compliance through reviewing & understanding leases, relevant laws, and specific policies, and managing within new leaseholder protection legislation.
• Assist in obtaining leaseholder deeds of certificate and information to support the issuance of landlord certificates, ultimately determining client liability for costs.
• Ensure compliance with requirements from the Building Safety Act and The Building Safety Regulator in respect of Higher-Risk Buildings, with support from colleagues.
• Ensure managing agents' reports are presented timely and that they comply with systems and processes for obtaining, recording, and reporting key management information.
• Write and present reports to Investors, Freeholders, Directors, Third Party Managers, Managing Agents, and the Management team.
• Maintain accurate records in conjunction with the admin support team for accurate and timely internal and client reporting.
• Identify, monitor, and resolve leaseholder or resident complaints raised to the company or its clients with managing agents.

General Responsibilities

• Act at all times in line with the Company Values, integrating these into all work practices.
• Maintain accurate computerized and manual records.
• Produce accurate information and reports for weekly/monthly meetings.
• Represent the freeholder and the company at internal and external meetings and in all correspondence, including meetings with agents, leaseholders, solicitors, other related professionals, and relevant authorities.
• Participate in team, departmental, and corporate projects and planning processes as required.
• Observe the highest possible standards in client and customer confidentiality and comply with Data Protection legislation.
• Act as an ambassador for the company in conduct during working hours and in all contact with clients, residents, and third parties connected with the company's business.
• Deputize for the Lead Asset Operations Manager when required.
• Undertake any other duties as reasonably requested from time to time.

This is not an exhaustive list of the duties that may be required of the post holder. Duties may be changed, after discussion, to suit operational requirements.