Job Description:
We are looking for a highly organised, confident, sharp and proactive Property Manager / PA to work closely with senior management and support the day-to-day management of a busy property portfolio.
This is a varied and fast-paced role that requires someone who can think quickly and prioritise effectively. You will be responsible for managing a wide range of property management matters, communicating with landlords, tenants, local authorities, the Police, contractors and members of the public, while also providing direct administrative and personal support to management.
The successful candidate will be someone who takes ownership of tasks, has excellent attention to detail and is confident dealing with sensitive or challenging situations professionally.
Key Responsibilities: Property Management
- Assist with the day-to-day management of residential properties and ensure issues are dealt with promptly and professionally.
- Manage and monitor property-related enquiries from tenants, landlords, local authorities and other third parties.
- Liaise with contractors and maintenance teams regarding repairs, inspections and property issues.
- Monitor outstanding repairs and follow up where necessary to ensure matters are progressed.
- Keep accurate records of property issues, correspondence, complaints and actions taken.
- Assist management with property inspections, tenancy matters and general property administration.
- Ensure important deadlines, appointments, inspections and follow-ups are diarised and actioned.
- Identify issues that require management attention and escalate them appropriately.
Email & Inbox Management
- Manage and monitor company and management email accounts and inboxes.
- Review incoming emails throughout the day and identify urgent, sensitive or high-priority matters.
- Ensure urgent emails are immediately flagged and actioned or escalated to management.
- Prioritise correspondence based on urgency, importance and potential risk.
- Respond to routine enquiries professionally and efficiently.
- Draft professional responses to landlords, tenants, councils, contractors, Police and other organisations.
- Ensure emails are followed up where a response or action is outstanding.
- Maintain organised inboxes and ensure important correspondence is properly recorded and filed.
- Ensure no important enquiry, complaint or request is overlooked.
Anti-Social Behaviour (ASB) & Complaints
- Handle and assist with anti-social behaviour (ASB) matters, including complaints relating to noise, nuisance, disturbances, communal areas and other tenancy-related concerns.
- Receive, record and assess complaints and determine the appropriate next steps.
- Liaise with tenants, landlords, local authorities, Police, block management companies and other relevant parties.
- Assist with investigating complaints and gathering relevant information and evidence.
- Draft warning letters, notices and correspondence where appropriate.
- Maintain accurate records of complaints, incidents, correspondence and actions taken.
- Monitor ongoing cases and ensure appropriate follow-up is completed.
- Escalate serious, repeated or potentially high-risk matters to management.
- Deal with sensitive complaints professionally, objectively and confidentially.
- Assist management with preparing responses to formal complaints and local authority enquiries.
Local Authorities, Police & External Agencies
- Confidently handle calls and correspondence with local authorities, councils, Police, landlords, tenants, housing organisations, block management companies and members of the public.
- Respond to enquiries professionally and ensure information is communicated accurately.
- Liaise with council departments regarding property, tenancy, licensing, ASB and housing-related matters.
- Assist with requests for information and ensure deadlines are met.
- Escalate urgent or serious matters to management where required.
- Build and maintain professional working relationships with external organisations and stakeholders.
- Handle potentially difficult or confrontational conversations calmly and professionally.
PA / Management Support
- Work closely with senior management on a day-to-day basis, providing direct administrative and operational support.
- Act as a key point of contact and assist management in keeping on top of priorities.
- Manage diaries, appointments, meetings and important deadlines where required.
- Prepare documents, letters, reports, emails and other correspondence.
- Take meeting notes and ensure agreed actions are followed up.
- Prepare information and documentation for management meetings.
- Carry out research and gather information when requested.
- Assist with ad-hoc projects and tasks across the business.
- Anticipate issues before they become problems and proactively bring matters to management's attention.
- Maintain strict confidentiality when dealing with sensitive company, landlord and tenant information.
Administration & Organisation
- Maintain accurate and up-to-date electronic records.
- Keep property files, correspondence and documentation organised.
- Update internal systems and spreadsheets.
- Track outstanding actions and follow up with relevant parties.
- Assist with preparing reports and management information.
- Ensure documentation is completed accurately and within required timescales.
- Support the wider team with general administrative duties when required.
The Ideal Candidate
We are looking for someone who is:
- Confident and committed with the ability to understand situations quickly.
- A quick thinker who can make sensible decisions and identify when something needs to be escalated.
- Highly organised and able to manage multiple tasks and competing priorities.
- Comfortable working in a fast-paced environment and under pressure.
- Professional and confident when speaking to people from all backgrounds.
- An excellent communicator, both verbally and in writing.
- Able to deal with difficult conversations and challenging situations calmly.
- Proactive rather than someone who waits to be told what to do.
- Detail-oriented, with excellent follow-through.
- Reliable, responsible and able to take ownership of tasks.
- Discreet and trustworthy when handling confidential information.
- Able to work independently while also working closely with management.
- Comfortable dealing with urgent and unexpected matters.
- Professional in their approach and able to represent the company positively.
Essential Skills & Experience
- Previous experience in property management, lettings, estate agency, housing, administration, PA work or a similar role is desirable.
- Excellent written and verbal communication skills.
- Strong email and inbox management skills.
- Excellent organisational and time-management skills.
- Strong attention to detail.
- Good understanding of Microsoft Office, Outlook and general computer systems.
- Ability to prioritise urgent matters and meet deadlines.
- Ability to communicate confidently with landlords, tenants, councils, Police and other external organisations.
- Ability to remain calm and professional under pressure.
Pay: £26,000.00-£30,000.00 per year
Work Location: In person
