Property Manager
Package
Additional leave
Employee discount
Enhanced maternity leave
Enhanced paternity leave
Paid volunteer time
Referral programme
Hours
Mon-Thurs 9am-5pm (30min lunch break)
Friday 9am-5pm (1hr lunch break)
Saturdays – 9am-1pm (1 in 4)
Overall Objective
To oversee and effectively manage an allocated portfolio of Residential Rental Properties on behalf of key landlords, from instruction through to letting, and subsequent management. Possessing excellent communication & customer service skills the individual will be required to proactively oversee the letting of properties ensuring marketing meets required standards, undertaking diligent vetting of tenants and drafting of legal papers. Management duties will include overseeing compliance, lease renewals & rent reviews, reporting to the client on mid-term inspections, and ensuring repairs maintenance in a timely manner in line with current legal legislative requirements.
As a property manager the role entails ensuring the effective performance of the allocated portfolio, working in the client's best interests in an ethical and logical manner, whilst ensuring high customer service levels to all external parties is maintained.
The role requires training and completion of the Propertymark Level 3 Award in ‘Residential Letting and Property Management’.
Key Responsibilities and Duties
Property Lettings:
- Responding to relevant enquiries and organising accompanied viewings
- Collection of applicant information in line with GDPR requirements and processing referencing through a third-party provider / online portal
- Communicating and guiding the applicant through the ‘move-in’ process from application to tenancy commencement
- Creation of legal paperwork documents in relation to the tenancy sign up, and associated compliance documents
- Ensuring the property is prepared appropriately for tenancy commencement and liaising with third party suppliers to organise any requirements including (but not limited to) general repairs and cleaning works
- Organising collection of initial rent monies from the tenant, and the tenancy deposit – registering in a Government scheme within set timescales
- Undertaking key handover / sign ups at tenancy commencement
Marketing:
- Ensuring personal properties are marketed to an appropriate standard meeting the high requirements of the business, and in line with Consumer Protection Regulations. This includes but not limited to; capturing internal/external images with a keen eye, completing floorplans, and drafting/writing up accurate property brochure details then customising brochures for advertisement.
Property Management:
- Being the primary contact for the landlord and tenant for an allocated portfolio of properties
- Ensuring these properties are fit for habitation in line with UK legislation for the letting of Private Rented Property
- Overseeing and monitoring compliance for the full property portfolio utilising internal CRM systems. Responsibilities will include but not be limited to;
Landlord gas safety checks
EICR electrical reports
Energy Performance Certificates
Smoke and CO detection - Arranging necessary repairs where required using our panel of approved third party contractors, liaising with landlord, tenant, and supplier to ensure the timely undertaking of repairs within set timescales
- Routinely handling and overseeing lease renewals and rent reviews taking landlord instruction, offering market advice, and serving legal notices on tenants in the appropriate manner to ensure landlord investment goals are achieved
- Organising (& if deemed necessary) undertaking mid-term property inspections on both occupied and vacant properties, checking general condition, and discussing any ongoing tenancy matters with occupants
- Liaising with credit control on rent arrears and updating landlords / providing advice on appropriate actions
- Overseeing the vacate process of tenants, organising/undertaking check out reports and advising property owners on remedial works & re-letting strategy
- Negotiating the return of tenant’s deposits at the end of the tenancy in line with industry guidance and where necessary submitting formal dispute claims to the deposit protection scheme
- Fielding calls/enquiries across the wider sales/lettings department promoting the company’s services and allocating customers to the appropriate contact points
- Dealing with customers face to face in the office on residential enquiries
- Logging and documenting of property keys securely in line with industry code of practice
- Taking rental payments on the card machine when required
Key Skills
- Achieve and maintain a high level of customer service and always promote exceptional customer care standards
- Ability to use multiple IT based symptoms with excellent knowledge of Microsoft based packaged. Previous experience with Property Management CRM’s beneficial but not essential
- Ability to be self-motivated working both in isolation and as part of a team
- Possession of excellent time management and organisation skills
- Continuing personal development and meeting Continued Professional Development requirements
- Able to work with third party suppliers sustaining long held relationships, and able to negotiate on ensuring cost effective performance of those providers.
Other Skills
- Maintaining a positive, customer focussed attitude and presence at all times following the ‘Walker Singleton Code’ and other key policy documents
- Adherence to all health & safety / security policies
- Promoting other areas of the business when appropriate
- Full UK driving licence and ability to attend out of office appointments throughout West Yorkshire on an adhoc basis (pool vehicle available)
- Assisting in other areas of the department at busy times, pressure points, or during holiday cover.
- Achieve and maintain a high level of customer service and promote exceptional customer care standards at all times.
Compliance
Be aware and understand the company’s compliance policies and procedures and ensure full compliance with those relevant to the role.
Transparency, commission disclosure and conflicts of interest:
- Treating Customers Fairly (TCF)
- General conduct of business and our regulators
- Complaints
- Training and Competence
Ensure all relevant business activities fully comply with professional standards, regulation and company procedures. Use checklists and support documentation as provided by the company to assist with demonstrating compliance.
Conduct learning, training and assessment exercises in accordance with the individual Training & Competence (T&C) programme applicable to you. Identify further areas for own development as required.
Promote and embed a TCF culture in all respective business areas.
Ensure compliance with all other applicable legislation, including but not limited to, The Bribery Act 2010, The Data Protection Act 1998, and so on. Also, to ensure that all company practices and procedures are followed and adhered to as they may apply from time to time.
Security
Ensure full adherence to the company’s Data Security Policy.
Assume personal responsibility for personal data (client and employee) you control/manage, to ensure it is securely held and properly utilised in accordance with the principles of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
Report any potential breaches, including weaknesses in current systems, to a director.
