Job Overview
We are seeking a proactive and detail-oriented Block Management Administrator to join our team. In this role, you will be the backbone of our property management operations, ensuring smooth communication, accurate data handling, and efficient administrative support for our block management team. Your energetic approach will help maintain relationships with residents, contractors and contributing to the seamless running of our managed properties. This paid position offers an exciting opportunity to develop your administrative skills within a fast-paced environment dedicated to excellence.
Responsibilities include;
Leaseholder & Resident Administration
- Act as a first point of contact for leaseholders, residents and clients.
- Respond to routine enquiries relating to service charges, repairs, maintenance and communal areas.
- Maintain accurate leaseholder and property records.
- Process changes of ownership, contact details and correspondence.
- Assist with leasehold enquiries and provide information in accordance with the lease and company procedures.
Service Charge Administration
- Assist with preparation and issue of service charge demands.
- Monitor service charge accounts and identify outstanding balances.
- Assist with payment queries, arrears correspondence and account reconciliations.
- Maintain records of budgets, expenditure and service charge contributions.
- Assist with preparation of annual budgets and service charge information.
- Process invoices and allocate expenditure to the appropriate property/block.
Property & Maintenance Administration
- Log repair and maintenance requests and allocate them to the appropriate contractor or manager.
- Obtain quotations and assist with arranging routine works.
- Monitor outstanding repairs and follow up with contractors.
- Maintain records of completed and outstanding works.
- Assist with planned maintenance programmes and major works administration.
- Communicate updates to residents and leaseholders.
Compliance & Health & Safety
- Maintain records relating to fire safety, asbestos, electrical inspections and other statutory compliance.
- Arrange inspections and contractor visits where instructed.
- Monitor expiry dates for certificates, reports and compliance documentation.
- Ensure relevant records are uploaded and maintained on the company's management systems.
- Escalate compliance issues to the appropriate Property/Block Manager.
Contractor & Supplier Administration
- Maintain contractor and supplier records.
- Request and collate quotations.
- Issue work instructions where authorised.
- Check invoices against completed works and agreed quotations.
- Liaise with contractors regarding access, appointments and completion of works.
- Maintain records of contractor performance and outstanding issues.
Leasehold & Legal Administration
- Maintain records of lease breaches and complaints and refer substantive matters to the Block Manager.
- Assist with information required for solicitors, conveyancers, tribunals and other professional advisers.
- Maintain records of lease documentation, notices and relevant correspondence.
General Office & Management Support
- Maintain electronic property files and management records.
- Prepare meeting papers, agendas and minutes where required.
- Assist with preparation for AGMs and residents' meetings.
- Update property management software and databases.
- Produce routine reports for Property Managers and Directors.
- Deal with incoming and outgoing correspondence.
- Assist with insurance administration and claims where required.
- Provide general administrative support to Property Managers and the wider property management team.
Pay: £25,000.00-£35,000.00 per year
Benefits:
- Additional leave
- Profit sharing
- Sick pay
Work Location: In person
