Customer Services Assistant / Inbound Property Manager
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Customer Services Assistant / Inbound Property Manager
The Client
My client manages residential properties owned by its clients across the UK, being a customer focused managing agent providing a specialist property management service to the highest standard.
Role Overview
To assist in overseeing the high quality, planned, reactive and remedial maintenance services through to completion. To assist the accounts team with functions to include issuing of service charge demands, credit control, sales ledger, purchase ledger. Dealing with sales enquiries and company administration.
Accountabilities
Assist in ensuring that all works are completed in line with our Management Agreements and completed in a timely manner. All updates and activities are reported accurately and concerns regarding third party contractors are raised. Ensuring our accounts system, MRI (Qube), is maintained with correct records and monitoring of outstanding actions.
Core Tasks
Day to day Liaison with 3rd party Contractors, maintaining the Qube Systems and populating it with up to date information and records to support the verification of works completion. Be a point of contact for a portfolio of properties and work alongside the Property Manager to ensure the smooth running of the scheme.
Reporting - Provide consistent, standardised reporting as required.
Standards - Work closely with all team members to ensure consistency of practise and standards.
Systems - Accurate and comprehensive recording and updates on MRI (Qube) of new and additional information as and when received.
Specific Tasks
- Build relationships with leaseholders and contractors to develop an understanding of their characteristics in order to deal with queries and correspondence.
- Liaising with Directors, Property Managers (PMs); Property Inspectors and Contractors to ensure the administration of repairs meet the company standards
- Accurate recording of inbound and outbound communications (telephone calls, email, and post) enabling works to be completed in line with company Contractor Service Level Agreement (critical, high, medium and low priorities).
- Work with the team to ensure contracts are placed both initially and upon renewal that follow the appropriate tender process to both deliver the required specification and value for money.
- To identify and highlight concerns where contractors fail to fulfil their contractual agreement.
- Ensure that the service charge and ground rent arrears are raised, issued and collected in a timely manner.
- Issuing stage 1,2 & 3 arrears letters and liaising with lawyers on arrears recovery matters, in accordance with client specific instructions.
- Processing invoices for the Property Manager to authorise.
- Assisting in the administration of sales, corresponding with lawyers, setting up sales file and updating Qube.
- Assisting in the administration of Resident Management Company matters at Companies House.
We are an equal opportunity employer and value diversity in our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
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