Block Property Management Assistant / Administrator

Block Property Management Assistant / Administrator (Monday to Friday)

Location: Greenwich, London (office based)

Salary: Competitive and depending on experience £26-£30k per annum

Nearest station: Cutty Sark (DLR) 5 min walk or Greenwich Mainline Station 10 mins walk

Easily Accessible from:

London Bridge Train Station - only 9 minutes direct to Greenwich Mainline Station (trains every 10 mins)

Bank Tube (Central / Northern line): Only 20 minutes by DLR to Cutty Sark

Stratford Tube (Elizabeth line / DLR / Central line): 30 minutes

Monument Tube ( Circle & District line) : 30 minutes

Greenwich Pier – 5 min walk

About Us

Hindwoods Ltd is a company with an unmatched history of serving the property community in London and the home counties but one which remains very much forward looking. With a heritage that can be traced back to 1886 Hindwoods remains one of the few independent firms of Chartered Surveyors not swallowed up by the corporate brands. We pride ourselves in maintaining and establishing new client relationships throughout the property sector and supporting our local businesses in growth and property development.

The role

Working from the centre of historical Greenwich our office is situated on the bank of the river with amazing views of the Thames. We are seeking a Block Property Management Assistant and Administrator.

Why work for us?

· We actively promote from within where possible

· We are a friendly, supportive and close knit team

· The work on offer is interesting and varied

· We heavily invest in the personal and professional development of our staff

· As a long established company we can offer job security

Responsibilities

·       General secretarial duties and administrative support to Property Managers.

·       Typing, printing and posting correspondence or emailing as appropriate.

·       Tweaking drafted correspondence

·       Drafting letters for checking before issuing

·       Issuing “standard” letters

·       Drafting LPE1s, issuing LPE1 packs to Solicitors

·       Raising invoices and issuing to Solicitors or clients, as appropriate

·       Responding to additional enquiries.

·       Answering calls for Block Managers, taking messages if calls cannot be transferred or helping and responding to the enquiry, as appropriate.

·       Handling account queries from tenants and landlords regarding properties and passing onto accounts department is more information is required.

·       Liaising with utility companies to resolve invoice/account queries. Contacting tenants/leaseholders to arrange meter changes.

·       Instructing contractors as advised by the Property Manager, liaising with them and the tenant/leaseholders. Arranging appointments, arranging key collections Monitoring progress to completion and passing invoices to PL for payment.

·       Dealing with requests from solicitors when properties on estates we manage are being sold, providing notice of our fees, deed of covenants, compliance certificates, share certificates and receipting notice of transfers. Providing information on leasehold enquiries as advised by the Property Manager.

·       Issuing invoices as required.

·       Raising PO orders as required.

·       Printing regular arrears reports, chasing tenants/leaseholders with outstanding arrears, sending copy demands and history extracts as requested and monitoring the arrears/payments.

·       Sending quarterly statements.

·       Filing Property Managers emails daily.

·       Assisting the Property Managers as requested

·       Answering trip calls and taking messages if calls cannot be transferred or helping and responding to the enquiry, as appropriate for Accounts, Residential lettings and commercial agency departments

·       General assistance to colleagues

·       Opening, scanning and distributing post, when required

·       Franking post, and/or taking to postbox, when required

·       You will be expected to have experience with solicitor enquiries LPE1’s (including drafting them) deed of covenants, compliance certificates, share/member certificates and receipting notice of transfers

·       To assist the Property Managers in their general duties across all Residential Blocks within the portfolio, to include, but not necessarily limited to the following:

·       Undertake regular site inspections; making sure that there are follow up visits with a site inspection report as necessary

·       Diagnose potential problems on site whilst carrying out inspections, including any insurance risks existing

·       Deal with insurance matters, including claims, on behalf of clients, via brokers, ensuring policies are up to date and matters are dealt with promptly.

·       Make sure that the site is compliant with health, safety and fire regulations

·       Assist in the preparation of service charge budgets and obtaining client approval

·       Identify repairs that need to be undertaken on site, and instruct contractors, making sure that only approved contractors who are instructed on blocks managed by the company are used

·       Review leases and deal with lease enquiries to include, but not limited to, LPE forms.

·       Deal with enquiries from leaseholders whether by telephone or by email ensuring call backs and replies to emails are carried out in a timely manner

·       Make sure you keep up to date with legislative changes and major case law

·       Monitor service delivery; ensure that small repairs that need to be fixed on site, such as fixtures, fittings and site equipment are all dealt with promptly

·       Organise ongoing contracts for maintenance on sites, e.g. cleaning, window cleaning, gardening and facilities in a cost-effective manner

·       Keep detailed records relating to the block management on electronic files

• Liaise with Management Accounts on the day to day cashflow of individual properties, ensuring adequate funds for proposed works
• Liaise with Chartered Accountants in the preparation of service charge and company accounts, whilst maintaining compliant accounting records, and reviewing them regularly, with changes implemented as and when they are required

Person Profile:

• Good work ethics

• A logical and practical mind.

• Good oral and written communication skills.

• The ability to build lasting relationships with clients and colleagues.

• The ability to analyse problems in order to identify solutions.

• The ability to take on high levels of responsibility with enthusiasm and motivation.

• Good IT skills.

In Return

• Competitive salary

• 23 Days Annual Leave plus bank holidays and additional days (3) over Christmas for office closure

• Full cost of CPD training covered

• Employee events including Summer and Christmas

• Free Breakfast & Fruit at work

• Genuine Career Progression

• Mental Health Support Line

• Pension (5% Employee contribution & 3% Employer contribution)

• Hours of work - Monday to Friday 9-5.30 FULL TIME - OFFICE BASED