Our Client is a boutique residential block management firm managing a varied portfolio of close to 90 residential buildings across London. We pride ourselves on responsive communication, sound financial control, proactive maintenance and a personal service to clients and residents.
Role purpose
The Property Manager will take day-to-day ownership of an assigned portfolio of residential blocks. The role combines client relationship management, service-charge oversight, maintenance coordination, statutory compliance, site inspections and clear communication with leaseholders, residents, directors, freeholders, contractors and professional advisers.
The successful candidate will be organised, commercially aware and confident managing residential blocks. They will know when to act independently and when to escalate technical, legal, financial or safety matters for specialist advice.
What success looks like
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Clients and residents receive timely, accurate and professional communication.
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Buildings are maintained and managed in accordance with leases, budgets, contracts and relevant requirements.
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Maintenance, compliance actions and major works are planned, documented and progressed without avoidable delay.
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Portfolio expenditure is controlled and clients receive clear reporting on priorities, risks and decisions.
Key responsibilities
The list below describes the core scope of the role. Priorities may vary according to the needs of each property and client.
Portfolio, client and resident management
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Manage an assigned portfolio as the principal day-to-day contact for clients, directors, leaseholders and residents.
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Build trusted relationships through prompt responses, practical advice, clear expectations and reliable follow-through.
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Prepare management reports, schedule and attend board meetings, directors' meetings and AGMs, and maintain clear action records.
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Handle complaints, neighbour or occupier issues and lease-related concerns professionally, escalating complex or legal matters where appropriate.
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Support new-property onboarding, handovers and mobilisation, ensuring key records, contracts, risks and actions are captured.
Financial and service-charge management
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Prepare annual service-charge budgets with the accounts team, using contract costs, planned works, prior expenditure and known risks.
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Monitor expenditure against budget, review invoices and support appropriate approval and payment processes.
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Liaise with the accounts team on demands, receipts, arrears, reserve funds, year-end information and responses to financial queries.
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Obtain client approval for expenditure in accordance with agreed authorities and maintain an auditable record of decisions.
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Identify cost pressures early and provide clients with clear, proportionate options and recommendations.
Maintenance, contractors and insurance
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Log, assess and coordinate repairs and maintenance, from initial report through quotation, approval, instruction, completion and follow-up.
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Appoint and manage competent contractors in accordance with company procedures, including checks on insurance, qualifications and risk documentation where required.
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Review photographs and videos from regular site inspections, record findings, prioritise defects and monitor resulting actions.
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Coordinate emergency responses and participate in escalation arrangements where required.
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Support building-insurance renewals and claims by gathering accurate information, coordinating access and maintaining clear records.
Major works and consultation
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Assist clients in planning major works, including scope development, professional appointments, tendering, funding and resident communication.
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Coordinate statutory Section 20 consultation processes in accordance with company procedures, the lease and specialist advice where required.
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Track project milestones, costs, client approvals, contractor performance, resident updates and completion information.
Compliance, safety and records
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Maintain oversight of property compliance schedules and risk-assessment actions, including fire, health and safety, asbestos, electrical, lift and other building-specific requirements.
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Escalate urgent life-safety, building-safety or regulatory risks promptly and ensure agreed actions are tracked to completion.
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Maintain complete, accurate and contemporaneous records within the company's systems, including property-management software and CRM tools (training will be provided) and Microsoft 365.
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Read leases and management documents carefully, work within delegated authority and seek legal or technical advice where interpretation falls outside the role's competence.
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Work collaboratively with property, accounts and administrative colleagues and provide practical guidance to junior team members where appropriate.
Person specification
We are looking for a capable residential block management professional who combines technical awareness with sound judgement and excellent service.
Essential
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At least three years' relevant residential block or leasehold property management experience.
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Working knowledge of residential leases, service charges, Section 20 consultation and common property-management obligations.
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Experience preparing budgets, coordinating maintenance, managing contractors and carrying out property inspections.
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Strong written and verbal communication, with the confidence to chair meetings and manage difficult conversations.
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Excellent organisation, attention to detail and the ability to manage multiple priorities without losing follow-through.
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Good numerical judgement, commercial awareness and proficiency in Word, Excel, Outlook and Teams.
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A calm, solutions-focused and accountable approach, with sound judgement about when to escalateDesirable but not essential
- TPI Level 3 qualification / ATPI status, or actively working towards it.
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Experience with RTM companies, RMCs, freeholders and a varied London portfolio.
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Experience of complex major works, higher-risk buildings or building-safety projects.
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Experience using property-management software or comparable systems (training provided).
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Experience supporting or mentoring junior colleagues.
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An interest in continued professional development and emerging industry practice.
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Existing membership of The Property Institute or another relevant professional body.
