Assistant Property Manager
Our client provide a reliable and commercial solution to the problems created by an empty property. They house guardians in empty properties, saving the owner money, protecting the property and providing the guardian low cost housing! The company started in 2010 and has grown quickly! It is now the UK's leading guardian company for Central London properties, with buildings in Mayfair, Albert Embankment, Smithfield and Soho! Job purpose: Ensuring that guardians are vetted, placed into our properties, managed during their stay, and vacate the property when their Licence Agreement has ; Ensure that the key room is maintained and that all guardian keys are collected, logged and distributed following the correct procedure Key responsibilities: Arrange viewings- send a mail out with details of all available properties, and a viewing schedule. The mail list is downloaded from the database of applicants Manage Spare Room ad campaign- contact respondents and explain guardianship to them Update Outlook Calendar and Online systems with viewing schedule Attend viewings with prefilled viewing sheet (Q1). Explain guardianship to prospects, especially procedure regarding self-employed Update whiteboard to reflect which rooms are available or on hold, and which rooms are coming available in the next month Liaise with Head of Guardian Discipline in order to decide on best course of action concerning a specific incident, based on my knowledge of a particular guardian and the property where the problem has occurred Send warning emails or fines to guardians who have breached specific terms of their Licence Agreement (eg smoking, candles, non-compliant heaters) Manage the process of guardians vacating a property, liaising with them to ensure that their room is cleared when they vacate, that they leave the property on the agreed date, and that their room is checked within an agreed timeframe Send Welcome Pack details to Admin department- clearly state that the £100 holding deposit has been paid in cash or online Ensure database is kept up to date, clearly indicating status of each applicant and making notes on each application (where applicable) Monitor all keys (incoming and outgoing and transfers)- update Q19 sheet when keys are returned Order and collect spare keys as and when necessary Ensure key cupboard is orderly and up to date, and corresponds with the key register (updated weekly by admin team) Update room stickers in all properties- when a guardian has vacated and a new guardian occupies that room, the sticker should be replaced and a new one put on the bedroom door within 48 ; Walk round all properties once every 2 months, regardless of whether there are empty rooms to be filled. The purpose is to be familiar with all properties and guardians, and ensure that the guardians are familiar with their guardian manager Ensure that there is constant communication via WhatsApp group/telephone/emails Organize and agree on weekly schedules for viewings and access requests Attend weekly meetings, both with the whole team and individually Secondary responsibilities: Competitor analysis- track competitors by signing up to their mail lists, monitor their social media campaigns, check for website updates, speak to current and prospective guardians about their experiences with other guardian companies Liaise and attend meetings with all departments in order to aid business and organisational development. For example: Liaise with Admin Team to ensure that guardian spreadsheet is up to date and correct Liaise with Accounts Department to check all details on repayment sheet are correct and sign off for repayments Liaise with Property Manager regarding specific property issues (such as whether cleaners are required and how often), using my knowledge and experience of a specific property (or similar historic properties) Liaise with Line Manager to discuss any long standing or urgent issues, and to keep Line Manager ‘in the loop’ with regard to all departmental activities Attend training days in order to develop relevant knowledge and skills Skills and knowledge required: Good knowledge of London and the surrounding areas Ability to organize an itinerary of viewings/access requests based on knowledge of transport network Willing to work flexible hours Team player Self-driven and results orientated Good people skills/empathetic communicator Ability to prioritize and respond to emergencies or incidents where urgent action is required Logistical skills and highly organised Patience, and ability to keep calm under pressure Basic computer skills
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