Job Description
JOB DESCRIPTION BASIC INFORMATION ON THE ROLE Position Name: Property Management - Assistant (UK) Job Code: Property Management - Assistant (UK) Department: Property Management Reporting To: Management Direct Reports: Property Administrators, Supervisors, Real Estate Agents & Local Maintenance Staff SECTION I: JOB PURPOSE A proven management professional with strong property and leasing experience in the United Kingdom (UK) with exceptional organizational skills, and a commitment to maintaining high standards of service and property care. The role of a Property Manager within a real estate family office in the UK is multifaceted and tailored to meet the unique needs of our clients. This position serves as the central figure and will oversee and facilitate the comprehensive management of our diverse portfolio of residential and commercial properties in the United Kingdom (UK). This role encompasses a wide range of responsibilities aimed at ensuring the optimal operation, maintenance, and enhancement of properties, while also safeguarding the owners' interests. Arrange with family members, fellow property administrators/supervisors, other departments, and all relevant internal or external parties to ensure the portfolio's performance is maintained to the highest standards while maximizing its value, generating income, and being compliant with all regulations. Developing, implementing, monitoring, and controlling all processes that can improve the efficiency of managing the portfolio’s assets. Assuming ABSOLUTE supervision with the day‐to‐day functions of the property management department. May be required to act as the primary liaison between the family office, tenants, contractors, and service providers, overseeing daily operations and long-term strategic initiatives at our commercial and residential properties. SECTION II: KEY RESPONSIBILITIES Key Responsibilities: Supervise and report on the functions of all regional property administrators and act as a backup for their operations when necessary. Design and implement new internal and external processes to ensure efficient management of ALL our portfolios and smooth application of the YARDI system. Arrange for management approvals on property-related expenses Manage and maintain properties and ensure quality service is provided to the tenants. Protect, maintain, and enhance the value of various real estate assets to maximize the owner's return. Manage and maintain properties and ensure quality service is provided to the tenants. Monitor contracts closely for compliance and cost control. Maintain a thorough knowledge of all property management documents (Bylaws and Declarations, Rules and Regulations, Insurance Certificates, Vendor Contracts) and operate the properties in accordance with these documents. Review leases for statutory compliance, notifications, updates, renewals, statements and insurance compliance. Study and analyze current market trends and accordingly recommend action and alternatives. Manage leasing and marketing activity along with occupancy and make recommendations to enhance performance. Provide prompt, detailed and accurate general status reports on all properties assigned. Perform miscellaneous job-related duties as assigned that include assistance with general property management issues and policies including small administrative projects and tasks as assigned. Handle emergency issues after-hours associated with properties as needed. Perform miscellaneous job-related duties as assigned that include assistance with general property management issues and policies including small administrative projects and tasks as assigned. Handle emergency issues after-hours associated with properties as needed. Act as a local Personal Assistant for the Managing Partner / CEO as needed. Serve as an aide to the family and liaise with the office. Handle travel arrangements as and when required. Conducts research and analysis tasks as required. Handle confidential and non-routine information. Any other related tasks as required by management. Self Management: A positive, innovative approach to problem-solving Strong interpersonal skills Excellent English communication skills. Ability to work independently, self-manage, and motivated. Ability to create budgets, track financials, and report clearly. Strong industry and government contact network. Maintain the highest level of integrity in carrying out the job. Achieve the highest levels of proficiency in all skills required to perform the role. Ensure that performance goals set by and agreed with management are achieved during the course of the year. SECTION III: KNOWLEDGE, SKILLS & COMPETENCIES Educational Qualifications: At least 5 years hands-on experience in property and leasing market in the UK. Experience and exposure to European real estate markets is a plus. Degree in Business Administration or a related field. Experience in budget preparation and metrics-driven reporting. Computer literacy is required including proficiency in spreadsheets and word processing applications. Behavioral Competencies: Strong attention to detail and ability to quickly learn new procedures. Ability to multitask and prioritize. Presentable and pleasant. Language Skills: Excellent oral and written communication skills in English. Years & Nature of Experience: At least 5 years hands-on experience in property and leasing market in the UK. Experience and exposure to European real estate markets is a plus. Degree in Business Administration or a related field. Experience in budget preparation and metrics-driven reporting. Computer literacy is required including proficiency in spreadsheets and word processing applications. Working experience or inclination towards project management would be a positive attribute. Background in financial analysis is an asset. Background in customer service, some basic knowledge of facilities and experience in coordinating and scheduling are essential. SECTION IV: KEY INTERACTIONS Key Internal Contacts & Purpose of Interaction: Property Managers: Clarifying updates about tasks and projects assigned Presenting and discussing reports submitted periodically Suggestions to enhance the operational efficiency of the function Make sure that the property manager is aware of and updated about all issues Regional Property Administrators / Supervisors (US, UK, UAE,..etc): Supervise the daily operations of all fellow Property Administrators (and maintenance staff) Obtain management approvals on the settlement of outstanding bills (vendors, statutory,.etc) Act as a liaison between the family and fellow Property Administrators/Supervisors Ensure TIMELY provision of periodic reports in accordance with the format requested by management (e.g. occupancy reports, rent rolls,...etc). Legal Counsel: Liaison with the In-House Legal Counsel and outsourced regional Law Offices Ensure that Service agreements & renewal addendums are checked by the Legal dept. Finance/Accounts Team: Follow up on client's payments and keep the account updated in case of any delay. Inform the accounting department (Verbally & by email) about any payment received (Cash, Cheque, K-Net). Key External Contacts & Purpose of Interaction: Tenants: Tenant acquisition, rent collection, property maintenance and repairs, lease management, tenant relations, ensure operations comply with legal requirements. Vendors: Maintenance services coordination, manage maintenance costs effectively and ensure that vendors meet legal and safety standards. HOW