An exciting opportunity to work within a global leader in commercial real estate. The role is at Senior Surveyor level working within the Asset Services department and reporting to the Partner. The individual will need to be able to deliver well-managed, cost-effective managment of client properties, to coordinate activity between the client and tenants and develop and maintain positive and client-focused relationships with landlord, investors, external asset managers, tenants and occupiers.
To deliver well-managed, cost-effective management of client properties in accordance with legislation and industry-leading practices. To coordinate activity between the client and tenants, and ensure compliance under the terms of the occupational leases, and enhance the value of the asset through a structured programme of maintenance and development.
- Relationships – to develop and maintain positive and client-focused relationships with landlord, investors, external asset managers, tenants and occupiers.
To work in partnership with onsite management teams and/or regional facilities management (RFM)s.
To develop and maintain an influential network of internal and external associates with a view to creating business opportunities over time.
- Client relationship management (CRM) systems – to update and grow an accurate client database and to maintain professional diaries and tenancy schedules.
- Management information and reporting – to prepare management reports in accordance with clients’ requirements including analysis and explanation of client accounting aspects.
- Tenant liaison – to distribute tenant circulars and other property related correspondence. Deal with direct requests from tenants for applications to alter, assign or sublet. Advise/consult onsite management teams and/or RFMs to coordinate any impact to the landlord’s systems, services and H&S procedures of any works.
To address other tenant queries attached to the lease, service charge and other issues associated with the tenancy.
To organise and chair tenants’ meetings on a regular and mutually agreed basis in conjunction with onsite management teams and/or RFMs to address problems and initiate actions associated with the property.
- Tenancy changes – to keep onsite management teams and/or RFMs advised of any tenancy changes, including new lettings, expiries of lease, recovery of rent, etc by bailiffs and other legal issues.
- Client accounting – to approve outputs including client statements, demands, reconciliations, payments/credits and other financial reporting.
- Rent collection – to be accountable for delivering pre-agreed collection targets for rent, service charge and other monies supervising / managing designated credit controllers as appropriate. To resolve/report disputes, pursue collection and recommend debt recovery actions.
- Service charge – to be accountable for issuing the service charge budget for each property to the tenants at least 2 months in advance of the relevant service charge year commencement date. To ensure the tenant’s apportionments and schedules are correct and in accordance with the terms of the lease. Brief the onsite management teams and/or RFMs on the structure of each property’s budget including any CAPEX works and service charge caps. To be accountable for closing the service charge reconciliation and issuing the same to the tenants within 4 months of the service charge year end date. To manage the closure of the cash reconciliation items with the relevant client accountant.
- Budgets (non-recoverable via Service Charge) – to prepare and monitor non-recoverable spend and capital expenditure (excluding planned works and contractor spend for which onsite management teams and/or RFMs are responsible).
- Payments and invoicing – to code and authorise payment of invoices outside of approved FM budget. (Approved FM budget expenditure will be processed by the onsite or facilities management operations team.)
- Estate management – to deal with sublettings, alterations, and other tenant applications and liaise as necessary with property agents/lawyers in accordance with instructions as specified by each assignment.
- Lease requirements – to ensure that operational decisions comply with the terms of occupational leases and meet with the clients investment objectives. Work with onsite management teams and/or RFMs to deliver services in line with the terms of each lease.
- Property inspection – in addition to routine checks performed by onsite management teams and RFMs (unmanned buildings), to undertake regular (for example, bi-annual) and “spot check” inspections of all assets under the individual’s management.
- Reactive works and Helpdesk – to ensure all tenants are aware of the Helpdesk and promote the benefits of using this facility. To ensure all reactive works are passed through the system to comply with the companies standard procedure that H&S risk assessments and audit procedures are recorded centrally.
- Construction design and management (CDM) – to seek clarity from RFMs on CDM regulations and their application. Where appropriate, to instruct and liaise with specialist Project Management resources.
- Contracts and contractor management – to keep abreast of contractor activity, retendering, etc through regular communication with onsite management teams and/or RFMs.
- Health & Safety assessments and monthly reporting – to collaborate with onsite management teams and/or RFMs to achieve specific outcomes, such as, asking tenants for information or to take particular actions, present case to clients for work to be undertaken where funds are insufficient or are outside approved Service Charge expenditure.It is the Property Manager’s responsibility toensure all properties under their management are compliant and records are up to date on RiskWise (risk management system).
- Property management fees – to identify and develop opportunities for increasing revenue to the company and the client. To monitor work in progress, raise fees ensuring at all times that the due costs are recovered from each property, monitor aged debts, chase payment promptly and the details are recorded correct and updated as necessary.
- Sustainability management and routine reporting – to create in association with the RFM and/or site manager a Green Plan for each property including targets where relevant for example BREEAM In-Use). To ensure all recommendations and targets are in accordance with applicable standards and reflect the client’s own agenda.
- Quality and supervision – to execute all activities, and ensure activities undertaken by direct reports (for example, Regional Facilities Manager / Assistant) are executed within the companies operational framework as captured by PAM’s “One-Way” processes and procedures intranet.
- Complaints – to respond to and resolve any complaints within a minimal timescale, to communicate regularly with all parties, to escalate concerns where applicable and to recommend process or service improvements as relevant.
Qualities and Personal Attributes:
- Ability to deliver high quality reports and analysis
- Commercial awareness from qualification and/or experience
- Excellent communication skills, both verbal and written
- Ability to incorporate all available resources to deliver the service and resolve problems as a team
- Good working knowledge of H&S regulations
Knowledge & experience
- Property management experience essential
- Specialist knowledge as applicable, ie, retail, single and mulit-tenancy, investment portfolios and “trophy” buildings
- Experience of managing property portfolios desirable
- RICS or equivalent level Property Management qualification desirable
If this is of interest to you then please do contact me by email email@example.com or by phone 07545535563